1. Administration
1.1.
Community Facts
Housing (2018) Occupied 9,101 94.6% Vacancy 518 5.4% Homeowners 5,466 Renters 3,635 Median Home Value $291,300
Median Rent $1,103
RENT AS A % of HOUSEHOLD INCOME: Less than 15% 306 8.7% MILWAUKIE 15-30% 1,641 46.7% 30% or greater 1,562 44.6% COMMUNITY Race and Ethinicity (2018) FACTS RACE White 18,766 89.6% 2018 - 2020 People of Color 2,189 10.4% Black or African American 342 1.6%
American Indian and Alaska Native 102 0.5% Socioeconomic & Asian 652 3.1% Demographic Data: Native Hawaiian and Other Pacific Islander 36 0.2%
Population: 21,014 Some other race 461 2.2% Two or more races 596 2.8%
Pop. Change (2010 -2018): 2.4% HISPANIC OR LATINO
Hispanic or Latino 1,901 9.1% Area Median Family Income (2019): $92,100 Not Hispanic or Latino 19,054 90.9% Education (2019/2020) Milwaukie Median Household Number of Schools in Milwaukie (K-12): 10 Income (2018): $63,421 Number of Students (K-12): 4,183 Percent of population with high school degree or higher: 9% Percent of population with Bachelor’s Degree or higher: 35% Unemployment: 5% Students eligible for free or reduced lunch (NCSD) - 38%
Sources: U.S. Census American Com- munity Survey (2018); US Business, Employment, and Income (2018) Department of Housing and Urban Top 3 Industries (by total employees): Government, Healthcare, Development Income Limit, Oregon and Social Assistance, and Retail Trade Department of Education, North Labor Force Participation Rate: 67% Clackamas School District, Bureau Unemployment Rate: 5% of Labor Statistics, Bureau of Poverty Rate: 11% Economic Analysis Community Assets and Livability 17 parks and natural areas Located along Springwater Corridor Regional Trail 9 Neighborhoods & 7 Neighborhood District Associations Ledding Library New building completed in 2019 with all new teen room, conference room, study rooms and a community room 92,394 items in collection 2019 Circulation: 512, 487 Transportation 2019 programs: 471 Public Transit Mean Commute 27 min. Drove Alone 73% Access to 8 TriMet bus routes: (29, 32, 33, 34, 70, Carpooled 8% 75, 99, 152) Public Transportation 7% Access to TriMet Orange Line (Main St. Station, Walked 2% Tacoma Station Other Means 3% Worked at Home 7%
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C D R Monday, September 23, 2019 COURTNE E R Y AVE S T R The information depicted on this map is for general reference only.
RD E The City of Milwaukie cannot accept any responsibility for errors, omissions T
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B including the warranty of merchantability or fitness for a particular E purpose, accompanying this product. W However, notification of errors would be appreciated.
GIS Coordinator City of Milwaukie 0 0.5 1 6101 SE Johnson Creek Blvd. Miles Milwaukie, OR 97206 (503) 786-7687 1.2.
Milwaukie Acronym Dictionary – MAD
Milwaukie Acronym Dictionary – MAD
ACE Army Corps of Engineers ADA Americans with Disability Act AFSCME American Federation of State, County and Municipal Employees ALA American Library Association APWA American Public Works Association artMOB art – Milwaukie on Board ASCE American Society of Engineers BA Biological Assessment BCC Boards, Commissions and Committees BCD Building Codes Division BO biological opinion C4 Clackamas County Coordinating Committee CAC Citizens Advisory Committee CAFR Comprehensive Annual Financial Report CCB Construction Contractors Board CCFD Clackamas County Fire District CCSD#1 Clackamas County Services District #1 CCTV Closed Circuit Television7/12/2013 CD Community Development CDBG Community Development Block Grant CERT Community Emergency Response Teams CH City Hall CIP Capital Improvement Project CIS City County Insurance Services CMGC Construction Management General Contractor CMI Celebrate Milwaukie Inc. CPTED Crime Prevention through Environmental Design CUAB Citizens Utility Advisory Board DEI Diversity, Equity and Inclusion DEQ Oregon Department of Environmental Quality DLC Design and Landmarks Committee DLCD Oregon Department of Land Conservation and Development DPSST Department of Public Safety Standards and Training DSL Oregon Division of State Lands ELGL Engaging Local Government Leaders EOC Emergency Operations Center EOP Emergency Operations Plans FEIS Final Environmental Impact Statement FFGA Full Funding Grant Agreement FMLA Family Medical Leave Act FOLL Friends of Ledding Library FRA Federal Railway Administration FSA Flexible Spending Account FTA Federal Transit Authority GAAP Generally Accepted Accounting Principles GF General Fund GIS Geographic Information Systems HR Human Resources
July 23, 2013; Rev. April 10, 2014; Rev. October 2016; Rev. Jan. 2017; Rev. October 2019 ICC International Code Council IGA Intergovernmental Agreement IST Information Systems Technology JCB Johnson Creek Boulevard (Public Works and Community Development facility) JPACT Joint Policy Advisory Committee on Transportation (Metro) LCDC Land Conservation and Development Commission (Oregon) LID Low Impact Development or Local Improvement District LINCC Libraries in Clackamas County LL Ledding Library LOCOM Lake Oswego Communications (our Police dispatch center) LPA Locally Preferred Alternative MAD Milwaukie Acronym Dictionary MMC Milwaukie Municipal Code NMIA North Milwaukie Innovation Area MPAC Metro Policy Advisory Committee MPEA Milwaukie Public Employees Association MPSF Milwaukie Public Safety Foundation MRD Milwaukie Redevelopment District MS4 Municipal Separate Storm Sewer System MTAC Metro Technical Advisory Committee MTIP Metropolitan Transportation Improvement Program MUST Milwaukie Understands Sustainable Transitions MUTCD Manual on Uniform Traffic Control Devices NCPRD North Clackamas Parks and Recreation District NCSD North Clackamas School District NDA Neighborhood District Association NEPA National Environmental Policy Act NESE North East Sewer Extension NIMS National Incident Management System NMIA North Milwaukie Industrial Area NMFS National Marine Fisheries Services NOD Notice of Decision NPDES National Pollution Discharge Elimination System NSFR New Single-Family Residence OAPA Oregon Chapter of the American Planning Association OAR Oregon Administrative Rules OBOA Oregon Building Officials OCR Office of the City Recorder ODOT Oregon Department of Transportation OE Open Enrollment OFLA Oregon Family Leave Act OGFOA Oregon Government Finance Officers Association OGLO Oak Grove Lake Oswego - Bridge OHA Oregon Health Authority OHBA Oregon Home Builders Association OHSU Oregon Health Sciences University OLA Oregon Library Association OLCC Oregon Liquor Control Commission OMB Oregon Marine Board OPTA Oregon Permit Technician Association ORPAT Oregon Physical Abilities Test
July 23, 2013; Rev. April 10, 2014; Rev. October 2016; Rev. Jan. 2017; Rev. October 2019 ORS Oregon Revised Statutes PAA Personnel Action Authorization PAFR Popular Annual Financial Report PAR Public Area Requirements PARB Parks and Recreation Board PE Preliminary Engineering PERS Public Employer’s Retirement System PI Public Information PMG Project Management Group PMLR Portland-Milwaukie Light Rail PNCA Pacific Northwest College of the Arts PSAC Public Safety Advisory Committee PSB Public Safety Building PSU Portland State University PW Public Works (formerly OPS – Operations) RFFA Regional Flexible Fund Allocation RFP Request for Proposal RFQ Request for Qualifications RIM Records and Information Management ROD Record of Decision RS Regular Session (City Council meeting) RTF Riverfront Task Force RTP Regional Transportation Plan SAFE Safe Access For Everyone SDC Systems Development Charge SDEIS Supplemental Draft Environmental Impact Statement SHPO State Historic Preservation Office SS Study Session (City Council meeting) SSMP Street Surface Maintenance Program TSA Transit Security Agency TPAC Transportation Policy Advisory Committee TSL Type Size Location (used for bridge design at 30% design completion) TSP Transportation Systems Plan UGB Urban Growth Boundary UGMA Urban Growth Management Agreement URA Urban Renewal Authority VEBA Voluntary Employee Benefit Association VOIP Voice Over Internet Protocol WES Water Environmental Services WFMC Willamette Falls Media Center WPCF Water Pollution Control Facility WRBAC Willamette River Bridge Advisory Committee WS Working Session (City Council meeting)
July 23, 2013; Rev. April 10, 2014; Rev. October 2016; Rev. Jan. 2017; Rev. October 2019 1.3.
City Charter
Section 1
MILWAUKIE CHARTER
CHAPTER I
NAMES AND BOUNDARIES
Section 1. TITLE OF ENACTMENT. This charter may be referred to as the Milwaukie charter of 1975.
Section 2. NAME OF CITY. The municipality of Milwaukie, Clackamas County, Oregon, continues under this charter to be a municipal corporation with the name "City of Milwaukie."
Section 3. BOUNDARIES. The city includes all territory encompassed by its boundaries as they now exist or hereafter are modified pursuant to state law. The custodian of the city's records shall keep an accurate, current description of the boundaries and make a copy of it available for public inspection in the city during regular city office hours.
CHAPTER II
POWERS
Section 4. POWERS OF THE CITY. The city has all powers which the constitutions, statutes, and the common law of the United States and of this state now or hereafter expressly or impliedly grant or allow municipalities as fully as though this charter specifically enumerated each of those powers.
Section 5. CONSTRUCTION OF POWERS. In this charter, no mention of a particular power is construed to be exclusive or to restrict the scope of the powers which the city would have if the particular power were not mentioned. The charter shall be liberally construed to the end that the city may have all powers necessary or convenient for the conduct of its municipal affairs, including all powers that cities may assume pursuant to state laws and to the municipal home rule provisions of the state constitution. All powers are continuing unless a specific grant of power clearly indicates the contrary.
Charter, page 1 Section 6
CHAPTER Ill ) FORM OF GOVERNMENT
Section 6. DISTRIBUTION OF POWERS. All powers of the city are vested in the council except as otherwise specifically provided in this charter. In all instances deemed appropriate by the council, the· council may cause an investigation of the administration of any department through a formal hearing or otherwise.
Section 7. COUNCIL The council is composed of a mayor and four councilors. Each council position is numbered one (1) through four (4), and each candidate shall run either for the mayor position or a specific numbered council position. All councilors are elected from the city at large. Councilors shall hold office for a term of four years. No person shall serve more than two consecutive terms as councilor.
Section 8. MAYOR. The term of office of the mayor elected in November, 1990, shall be for four (4) years. Every four years thereafter, a mayor shall be elected at the general election for a term of four (4) years. No person shall serve more than two consecutive terms as mayor.
Section 9. QUALIFICATIONS OF ELECTIVE OFFICERS. No person is eligible for an elective office in the city unless at the time of the election, the person is a qualified elector of the state and has resided in the city during the six months immediately preceding the election. If during the term of office, the officer ceases to reside in the city, the office shall be deemed vacant.
Section 10. OTHER OFFICERS. Appointive officers of the city are the city manager, city attorney and municipal judge. Each such officer is appointed and removed by a majority vote of the entire council. In the case of the municipal judge, the council may designate a state court to perform the judicial functions of the city.
Section 11. COMPENSATION. The council shall prescribe the compensation of city officers. The council may prescribe a plan for reimbursing city personnel for expenses that they incur in serving the city. ·
CHAPTER IV
ELECTIONS
Section 12. ELECTIONS. City elections are held in accordance with applicable state election laws. The city manager or manager's designee, pursuant to directions from the council, shall give at least ten days notice of each city election by posting notice thereof at a conspicuous place in the city hall and publishing notice at least once in a newspaper of general J
Charter, page 2 Section 13 circulation in the area. The notice shall state the officers to be elected and the ballot Title of each measure to be voted upon.
Section 13. ELECTION RETURNS. The results of all elections shall be made a matter of record in the record of the proceedings of the council, which shall contain a statement of the total number of votes cast at each election, the votes cast for each person or proposition, the name of each person elected to office, the office to which they have been elected and a reference to each measure enacted or approved. The city manager or manager's designee shall make, sign and deliver a certificate of election for each person elected.
Section 14. PROCEDURE WHEN TIE VOTE. When two or more candidates for the same office have an equal and the highest number of votes, the city manager or manager's designee shall have the candidates meet publicly to decide by lot who is elected.
Section 15. COMMENCEMENT OF TERMS OF OFFICE. The term of o.ffice of each person elected to office at a city election commences at the first council meeting of the first January following the election.
Section 16. OATH OF OFFICE. Each officer, before entering into the duties of the office, shall swear or affirm that they will support the Constitution and laws of the United States, the State of Oregon and the City of Milwaukie and that they will faithfully perform the duties of the office.
Section 17. NOMINATIONS. A qualified electorwho has resided in the city during the six months immediately preceding the election may be nominated for an elective city position. Nominations shall be made by petition. Such petition shall be signed by not fewer than 20 electors. The form of the petition and the gathering of signatures shall be in manner described by state law. No elector shall sign more than one petition for each position to be filled. If an elector does so, the elector's signature is valid only on the first sufficient petition filed for the position. All nomination papers comprising a petition shall be assembled and filed with the city manager or manager's designee as one instrument not earlier than 100 nor later than 70 days before the election. If the petition is not signed by the required number of qualified electors, the city manager or manager's designee shall notify the can~idate and the person who filed the petition within five days after the filing. If the petition is insufficient in any other particular, the city manager or manager's designee shall return it immediately to the person who filed it, certifying in writing wherein the petition is insufficient. Such deficient petition may be amended and filed again as a new petition, or a substitute petition for the same candidate may be filed within the regular time for filing nomination petitions. The city manager or manager's designee shall notify an eligible person of their nomination, and such person shall file with the city manager or manager's designee a written acceptance of nomination and agreement to serve if elected within five days of notification of nomination. Upon receipt of the acceptance, the city manager or manager's designee shall cause the nominee's name to be printed on the ballots. The petition of nomination of a successful candidate at an election shall be preserved until the term of office for which the candidate was elected expires.
Charter, page 3 Section 18
CHAPTERV ) I
VACANCIES IN OFFICE
Section 18. WHAT CREATES A VACANCY. An office shall be deemed vacant upon the incumbent's death; adjudicated incompetence; conviction of a felony or unlawful destruction of public records; resignation; recall from office; or ceasing to possess the qualifications for the office and, in the case of the mayor or a councilor, the qualifications set forth in Section 9; upon failure of the person elected or appointed to qualify therefor within ten days after the time for that person's office to commence; or in the case of the mayor or a councilor, upon that person's . absence from the city for 30 days without the consent of the council or upon that person's absence from meetings of the council for 60 days without like consent, and upon a declaration by the council of the vacancy.
Section 19. FILLING OF VACANCIES. A vacancy on the council shall be filled for the remainder of the unexpired term, if any, at the next election following not less than 60 days upon the occurrence of a vacancy, but the council by a majority vote of all its remaining members shall appoint a qualified person to fill the vacancy until the person elected to serve the remainder · of the unexpired term takes office, notwithstanding the quorum requirement in Section 21. If the council fails to do so within 30 days following the occurrence of a vacancy, the city manager or manager's designee shall call an election on the date provided by state law.
CHAPTER VI
COUNCIL
' · Section 20. MEETINGS. The council shall hold a regular meeting at least twice each month in the city at a time and place which it designates. The mayor by motion may, or at the request of at least two members of the council shall, by giving notice thereof to all members of the council then in the city, call a special meeting of the council. Special meetings of the council may also be held at any time by the common consent of all members of the council. By general ordinance, the council shall prescribe rules governing its meetings and procedures.
Section 21. QUORUM. A majority of the members of the whole council authorized by law-three of the five authorized members-constitutes a quorum for its business, but a smaller number may meet and compel the attendance of absent members in a manner provided for by ordinance.
Section 22. RECORD OF PROCEEDINGS. The council shall cause a record of its proceedings to be kept.
Section 23. MAYOR'S DUTIES AT COUNCIL MEETINGS. The mayor shall be chairman of the council, shall preside over its deliberations, and shall have authority to preserve order,
Charter, page 4 Section 24 enforce the rules of the council and determine the order of business, subject to the rules of the council. The mayor is a voting member of the council.
Section 24. PRESIDENT OF THE COUNCIL At the first meeting following the seating of any new duly elected members of the council, the council shall elect a president from its membership. In the mayor's absence from the council meeting, the president shall preside but shall have no more than one vote.
Section 25. VOTE REQUIRED. The concurrence of a majority of the whole council shall be required to determine any matter before the council. The council does not have the power to provide by rule that an extraordinary majority is required to determine any matter before the council.
CHAPTER VII
POWERS AND DUTIES OF CITY OFFICERS
Section 26. MAYOR. The mayor, with the consent of the council, shall appoint the various committees provided for under the rules of the council or otherwise and fill all vacancies in committees of the council from that body. The mayor shall sign all ordinances and written resolutions and orders approved by the council and shall have no veto power. The mayor shall sign all instruments and writings ·authorized by this charter, the laws of the state, or the council.
Section 27. MANAGER. (a) QUALIFICATIONS. The city managar shall be the administrative head of the government of the city. The city manager shall be chosen by the council without regard to political considerations and solely with reference to executive and administrative qualifications. The city manager need not be a resident of the city or of the state at the time of appointment, but shall take up legal residency in the city of Milwaukie within six months of the date of hire, or within such time as is agreeable to the council. Before taking office, the city manager shall be bondable in such amount with such surety as may be approved by the council. The premiums on such bond shall be paid by the city. (b) TERM. The manager shall be appointed for an indefinite term but may be removed at the pleasure of the council. Upon any vacancy or prospective vacancy occurring in the office of manager the council shall at its next meeting adopt a resolution of its intention to appoint another manager. The council shall appoint a manager within reasonable time after the adoption of the resolution of intention to fill the vacancy. (c) POWERS AND DUTIES. The city manager: (1) shall devote the entire work time to the discharge of official duties and shall attend all meetings of the Council, unless excused therefrom by three councilors or by the mayor, and keep the council advised at all times of the affairs and needs of the city and shall make annual reports, or more frequent if requested by the council, of all the affairs and departments thereof; (2) shall see that all ordinances are enforced and that the provisions of all franchises, leases, contracts, permits, and privileges granted by the city are fully observed;
Charter, page 5 Section 28
(3) shall appoint all city officers and employees and remove them, except as otherwise provided by this charter, and have general supervision and control over them and their work with power to transfer an employee from one department to another and shall exercise supervision and control over the departments to the end of obtaining the utmost efficiency in each of said departments, provided that the city manager shall have no control over the council or the municipal judge regarding judicial functions, and shall be subject to and abide by all of the sections of this charter and the duly enacted ordinances and rules enacted thereunder; (4) shall act as purchasing agent for all departments of the city, all purchases to be made by requisition signed by the manager; (5) shall be responsible for the preparation and submission to .the budget committee of the general budget estimate and such reports as may be required by that body; (6) shall have control, subject to such ordinances as may from time to time be adopted, of all public utilities owned and operated by the city, and shall have general supervision over all city property; and (7) shall perform such other duties as may be required by this charter or as the council may require of the city manager within the provisions of this charter. (d) SEATS AT COUNCIL MEETINGS. The manager and such other officers as may be designated by vote of the council shall be entitled to seats with the council, but shall have no vote therein. The manager shall have the right to take part in the discussion of all matters coming before the council. (e) MANAGER PRO TEM . During the absence of the manager from the city, during a temporary disability to act as manager, or during the interim when the council is seeking a manager, the . council may appoint a manager pro tern who shall possess the powers and discharge the duties of the manager during such absence or disability only. A manager pro tern may be appointed initially for a term of up to six months; at the end of which period such pro tem manager may be reappointed for an additional period of up to three months, but may not be reappointed as pro tern after that time. (f) INTERFERENCE IN ADMINISTRATION. No member of the council shall directly or indirectly, by suggestion or otherwise, attempt to influence or coerce the manager in the making of any appointment or removal of any officer or employee or in the purchase of supplies; or attempt to extract any promise relative to any appointment from any candidate for manager; or discuss directly or indirectly with him the matter of specific appointments to any city office or employment. Nothing in this section shall be construed, however, as prohibiting the council from fully and freely discussing with or suggesting to the manager anything pertaining to city affairs or the best interests of the city. (g) INELIGIBLE PERSONS. No person related to the manager by consanguinity or affinity within the third degree shall hold any appointive office or employment with the city, excepting an office or employment in the car~er service. ·
Section 28. MUNICIPAL JUDGE. (a) The municipal judge shall be the judicial officer of the city. The municipal judge shall be appointed by and hold office during the pleasure of the council. The municipal judge shall be a member in good standing of the Oregon State Bar during the entire term of office. Disbarment shall be a basis for removal from office. The municipal court judge shall hold a court within the city which shall be known as the municipal court for the City of Milwaukie, Clackamas County,
Charter, page 6 Section 29
Oregon. The court shall be open for transaction of judicial business for such days and hours as the council may establish. (b) Except as this charter or city ordinance prescribes to the contrary, procedures of the court shall conform to the general laws of this state governing justice of the peace and justice courts. (c) All area within the city and, to the extent provided by state law, area outside the city is within the territorial jurisdiction of the court. (d) The municipal court has original jurisdiction of all offenses defined and made punishable by ordinances of the city and of all actions brought to recover or enforce forfeitures or penalties defined or authorized by any ordinanGe of the city. The municipal judge may: (1) render judgments and, for enforcing them, impose sanctions on persons and property within the court's territorial jurisdiction; (2) order the arrest of anyone accused of an offense against the city; (3) commit to jail or admit to bail anyone accused of such an offense; (4) issue and compel obedience to subpoenas; (5) compel witnesses to appear and testify and jurors to serve in the trial of matters before the court; (6) penalize contempt of court; (7) issue process necessary to effectuate judgments and orders of the court; (8) issue search warrants; and (9) perform other judicial and quasi-judicial functions prescribed by ordinance. (e) A municipal judge may appoint municipal judges protem which judges shall serve at the pleasure of the council. (f) Notwithstanding this section, the council may transfer some or all of the functions of the municipal court to an appropriate state court.
Section 29. OTHER OFFICERS. The council shall fix the powers and duties of all appointive officers other than those provided for in this chapter.
CHAPTER VIII
ORDINANCES
Section 30. ENACTING CLAUSE. The enacting clause of an ordinance hereafter passed shall be "The city of Milwaukie does ordain as follows."
Section 31. MODE OF ENACTMENT. (a) Except as the second and third subsections of this section provide to the contrary, every ordinance of the council shall before being put upon its final passage, be read fully and distinctly in open council meeting on two different days .. (b) Except as the third subsection of this section provides to the contrary, an ordinance may be enacted at a single meeting of the council by unanimous vote of all council members present, upon being read first in full and then by title.
Charter, page 7 Section 32
(c) Any of the readings may be by title only if no council member present at the meeting ) I requests to have the ordinance read in full or if a copy of the ordinance is provided for each council member and three copies are provided for public inspection in the office of the city manager or manager's designee not later than one week before the first reading of the ordinance and if notice of their availability is given forthwith upon the filing by written notice posted at the city hall and two other public places in the city or by advertisement in a newspaper of general circulation in the city. An ordinance enacted after being read by title alone may have no legal effect if it differs substantially from its terms as it was thus filed prior to such reading, unless each section incorporating such a difference is read fully and distinctly in open council meeting as finally amended prior to being approved by the council. (d) Upon the final vote on an ordinance, the council shall be polled and the members' votes shall be taken and entered in the record of proceedings. (e) Upon the enactment of an ordinance the recorder shall sign it with the date of its passage and his or her name and title of office, and the mayor shall sign it with the date of his or her signature, his or her name and the title of the office.
Section 32. WHEN ORDINANCES TAKE EFFECT AND PUBLICATION THEREOF. Each ordinance passed by the council shall take effect 30 days after its passage. When, however, the council deems it expedient, an ordinance may provide a different time when it shall take effect. In case of an emergency, an ordinance may take effect immediately. All ordinances, immediately after being passed, shall be posted for 10 days in conspicuous places in the city hall and the city library.
CHAPTER IX
PUBLIC IMPROVEMENTS
Section 33. SPECIAL ASSESSMENT. The procedure for levying, collecting, and enforcing special assessments to be charged against real property for public improvements or other services shall be governed by ordinance.
Section 34. IMPROVEMENTS. The procedure for making, altering, vacating, or abandoning a public improvement shall be governed by general ordinance, or, to the extent not so governed, by the applicable general laws of the state. Action on any proposed public improvement, except a sidewalk or except an improvement unanimously declared by the council to be needed at once because of an emergency, shall be suspended for six months upon a remonstrance thereto by the owners of two-thirds of the property to be specially assessed therefor. For the purpose of this section "owner" shall mean the record holder of legal title to the land, as shown on the current county assessment roll, except that if there is a purchaser of the land according to a recorded land sale contract or according to a verified writing by the record holder of legal title to the land filed with the city manager or manager's designee, the said purchaser shall be deemed the "owner."
Charter, page 8 Section 35
CHAPTER X
MISCELLANEOUS PROVISIONS
Section 35. EXISTING ORDINANCES CONTINUED. All ordinances and regulations passed by the city and in force when this charter takes effect, if·not inconsistent with it, shall remain in full force after it takes effect, and until they are amended or repealed.
Section 36. LIMITATIONS ON INDEBTEDNESS. The city's indebtedness may not exceed debt limits imposed by state law. A city officer or employee who creates or officially approves indebtedness in excess of this limitation is jointly and severally liable for the excess. A charter amendment is not required to authorize city indebtedness.
Section 37. INITIATIVE, REFERENDUM, AND RECALL There is hereby reserved to the electors the power of initiative and referendum, and of recall of elective officers. The provisions of the Constitution of Oregon and the general laws of the State of Oregon, as the same now exist or hereinafter may be amended, governing initiative and referendum, and recall of elective officers, shall apply in the City of Milwaukie.
CHAPTER XI.
Section 38. TIME OF EFFECT OF CHARTER. This charter shall take effect as of June 23, 1975.
Charter, page 9 1.4.
City Council Roster
Current City Council Roster (as of 11/13/2020)
POSITION, TERM NAME ADDRESS PHONE/EMAIL
Mayor Mark Gamba 5111 SE Lake Road 971-404-5274 (cell)
Milwaukie, OR 97222 [email protected] First Elected: 5/19/2015
Re-Elected: 11/6/2018 (Lake Road NDA) Term Expires: 12/31/2022
Councilor, Position 1 Angel Falconer 2948 SE Sherrett Street 513-807-0502 (cell)
Milwaukie, OR 97222 [email protected] First Elected: 11/8/2016
Re-Elected: 11/3/2020 (Ardenwald NDA) Term Expires: 12/31/2024
th Councilor, Position 2 Lisa Batey 11912 SE 19 Avenue 503-353-1825 (home) Milwaukie, OR 97222 503-860-1156 (cell) First Elected: 11/4/2014 [email protected] Re-Elected: 11/6/2018 (Island Station NDA)
Term Expires: 12/31/2022
Councilor, Position 3 Wilda Parks 6605 SE Hemlock Street 503-957-9093 (home)
Milwaukie, OR 97222 [email protected] Appointed: 6/16/2015
First Elected: 11/3/2015 (Linwood NDA) Re-Elected: 11/8/2016
Term Expires: 12/31/2020
Councilor, Position 3 Desi Nicodemus 8605 SE 30th Avenue 971-708-4555 (home) Milwaukie, OR 97222 [email protected] Elected: 11/3/2020 Term Expires: 12/31/2024 (Ardenwald NDA)
th Councilor, Position 4 Kathy Hyzy 12210 SE 19 Avenue 503-956-4709 (cell)
Milwaukie, OR 97222 [email protected] First Elected: 11/6/2018
Term Expires: 12/31/2022 (Island Station NDA)
1.5.
Neighborhood District Association (NDA) Rosters
Neighborhood District Association (NDA) Positions
Ardenwald-Johnson Creek NDA Lake Road NDA Name Title Name Title Matt Rinker Chair Vince Alvarez Chair
Jeff Davis Vice Chair VACANT Vice Chair
Erin Jansen Secretary Sue Richardson Secretary
Travis Tomlinson Treasurer Susanna Pai Treasurer
Lewelling NDA Hector Campbell NDA Name Title Name Title Stephan Lashbrook Chair David Aschenbrenner Chair Tom Landvatter Vice Chair David Hedges Vice Chair Howie Oakes Treasurer Linda Hedges Secretary/Treasurer Lisa Lashbrook Secretary
Historic Milwaukie NDA Name Title Linwood NDA Ray Bryan Chair Name Title Michelle Muresan Vice Chair Zac Perry Chair
Christi Cawood Temporary Secretary Jason Start Vice Chair
Christi Cawood Treasurer Deanna Williams Secretary
Janet Cartmill Treasurer
Island Station NDA Name Title VACANT Chair
Charles Bird Vice Chair
Colin Hyzy Secretary
April Gracz Treasurer
Updated 9/13/18 1.6.
City Boards and Commissions
Electronic Copies Available:
• City Boards and Commissions o Rosters
CODE OF CONDUCT FOR BOARDS, COMMISSIONS, AND COMMITTEES
Thank you for serving on a City board, commission, or committee (BCC). Your participation is a critical part of our government’s decision–making process. This document is designed to provide a framework to guide BCC members in their actions. If you have questions about BCCs contact the Office of the City Recorder at [email protected] or at 503-786-7515. ETHICS As a BCC member you are a public official as defined in Oregon Revised Statute (ORS) 244.020(14). This Code of Conduct is a supplement to existing statutes governing conduct of public officials including Oregon’s ethics law; see the State’s Guide for Public Officials. Adherence to ethics rules includes rejecting gifts, services, or other special considerations that are only offered to you because of your service as a public official. Ethics rules may also require you to excuse yourself from participating in decisions when the financial interests of a member of your immediate family or household, or your own, may be affected by your BCC’s action. CARRYING OUT BOARD DUTIES It is important to remember that you represent the City and are held to a higher standard while performing your BCC responsibilities. You may be faced with difficult decisions and situations. BCC members are expected to be civil and diplomatic, and in general: • All BCC meetings are public meetings subject to the State’s public meeting laws. • You should always review materials provided in advance. • You should always do your part to maintain the organization’s transparency. Avoid even the appearance of a conflict of interest by declaring publicly if a potential or actual conflict of interest arises and take appropriate steps. • Be aware of the public nature of written messages and e-mail. All materials created in your official capacity are subject to the State’s public records laws. Keep the following in mind when dealing with other BCC members, City staff, and the public: BCC Member Conduct with One Another During Meetings • Be civil and professional. Difficult discussions are a legitimate part of democratic governance. However, this does not mean BCC members should make belligerent, personal, slanderous, threatening, abusive, or disparaging comments. • Be honest with everyone. • Give credit to others’ contributions to the process. • Strive to make independent, objective, fair and impartial judgments. BCC Member Conduct Outside Public Meetings • Be respectful even in private. The same level of respect for differing points of view used in public discussions should be maintained in private conversations. • Private conversations can become public. As public officials, BCC members should be aware that they can be the focus of public attention. Even casual conversation about city business, other public officials, or staff may draw attention and be repeated. • Understand proper political involvement. BCC members, as private citizens, may support political candidates or issues but such activities must be done separate from their role as a BCC member.
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BCC Member Conduct with the Public • Be welcoming and respectful to speakers. For many citizens, speaking in front of a BCC is a new experience. BCC members should listen and make comments or ask questions appropriately, respectfully, and professionally. • Make no promises on behalf of the BCC in unofficial settings. BCC members may be asked to explain an action or to give their opinion about an issue. It is appropriate to give a brief overview, but overt or implicit promises of specific actions are to be avoided. In the case of quasi-judicial land use matters, additional prohibitions on communications apply, on which the Planning Commission receives further guidance. • Be mindful of what you say. Anything said in a public meeting may end up in print. In discussions about City business with the press or through social media, be careful to not represent a personal opinion as if it were the City’s or BCC’s position. BCC Member Conduct with City Staff • Respect City staff and their role in the process. BCC members should not disrupt staff from carrying out administrative duties, attending meetings, or implementing policy. BCC members should not make belligerent, personal, slanderous, threatening, abusive, or disparaging comments to or about staff. MEETING ATTENDANCE Members are expected to attend all BCC meetings; however, the community understands that conflicts may prevent a member from attending up to 25% of the meetings a year. For these purposes, “year” refers to the twelve-month period beginning from the start date of the member’s BCC term. For instance, many terms start on April 1 while others begin July 1. MILWAUKIE MUNICIPAL CODE (MMC) AND BOARD BYLAWS Most of the City’s BCCs were established by the City Council as authorized by the MMC and some were established by Council resolution. Each BCC also has its own set of bylaws for members to follow; see the City website or contact the BCC’s staff liaison for a copy of the bylaws. DISCPLINARY ACTION AND REMOVAL Pursuant to MMC Chapter 2.10, BCC members may be removed at any time by the City Council for misconduct, nonperformance of duty, or failure to obey the federal, state, or local laws. If a BCC member violates this Code of Conduct or any applicable laws the Council may choose to take the following steps: 1) The BCC chair, or other appropriate officer if the issue involves the Chair, will meet with the member in violation. 2) If the issue continues, the member in violation will meet with a City Council member to discuss the issue and an email about the issue will be sent to the entire Council. 3) If steps 1 and 2 do not resolve the issue, Council will take necessary actions to remove the member in violation from the BCC as authorized by MMC Chapter 2.10.040. IMPLEMENTATION All BCC members will review this Code of Conduct and affirm in writing that they understand its provisions and pledge to conduct themselves by the guidelines listed. A periodic review by Council of this document will be conducted to ensure that it is an effective and useful tool. Page 2 of 3 October 2018
CODE OF CONDUCT CERTIFICATION As a member of a City board, commission, or committee (BCC), I affirm that: I have read and understand the Milwaukie Code of Conduct for Boards, Commissions and Committees, and its application to my role and responsibilities while serving on a City BCC. I have read and understand the Milwaukie Public Records Overview (available online at https://www.milwaukieoregon.gov/bc under “Supporting Documents”) for members of BCCs and how my actions on behalf of the City are governed by the applicable laws of the State of Oregon. I pledge to conduct myself by the Code of Conduct. I understand that I may be removed from my position if my conduct falls below these standards.
Print Name:
Signature:
Date:
BCC:
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PUBLIC RECORDS
OVERVIEW Oregon's open government laws promote democracy by ensuring that all governments conduct their business in a transparent manner. Oregon residents have a right to know how their government is spending their tax dollars and exercising the powers granted by the people.
PUBLIC RECORDS WHAT IS A PUBLIC RECORD? A public record includes any writing containing information relating to the conduct of the public’s business that is prepared, owned, used, or retained by a public body regardless of physical form or characteristics. Public records can be in many formats, including a document, book, paper, photograph, file, sound recording, or electronic documents. It is important for members to be aware that any message, including emails messages that relate to city business are public records that belong to the public, regardless of whether they were sent or received on a public or private email system. PUBLIC RECORDS LAW Oregon's Public Records law is divided into two parts. The first part dictates how long a public record must be kept (retention) and requirements for its disposition. Retention is determined by the content of the record. For example, an email notification about a meeting date/time/location can be deleted after it is read; however, minutes from that meeting must be retained permanently. The second part of the law establishes every person's right to inspect any non-exempt public record of a public body. Very few records in Oregon are exempt from disclosure. WHO IS SUBJECT TO PUBLIC RECORDS LAWS? The law applies to every "governing" and "public" body. In Milwaukie, this includes city staff, Council, and members of all advisory boards, commissions, and task forces. USE OF PERSONAL EMAIL / PERSONAL DIGITAL DEVICES Members of a public body may use their privately-owned e-mail accounts or personal digital devices (PDDs) for sending and receiving messages related to city business; however, one should forward these communications to city staff so they are retained in accordance with the law. Members must also realize that when they use private accounts and PDDs for city business, those accounts or devices may be subject to public disclosure and retention requirements. Whenever city business is done on a PDD or with personal cloud storage, there is no expectation of privacy. WHAT DOES THIS MEAN? Public records generated as part of business related to a city advisory board, committee, or commission are maintained by the city staff liaison assigned to that body. In other words, the city is charged with the responsibility for maintaining public records in accordance with the law. If you generate a public record or receive a public record from a third party, you must send it to the city staff liaison or appropriate City department staff so it may be included in the record file.
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PUBLIC MEETINGS WHAT IS A PUBLIC MEETING? A public meeting is the convening of any governing body (in person, via email, via telephone, via online chat) for which a quorum (majority) is required in order to make a decision or to deliberate toward a decision on any matter. Reasonable notice must be provided to inform the public and all interested parties about the time, place, and agenda of public meetings. The City of Milwaukie is committed to providing equal access to all public meetings and information per the requirements of the Americans with Disabilities Act (ADA) and Oregon Revised Statutes (ORS); accordingly, the city strives to be as accommodating as possible to ensure that all public meetings are as accessible as possible for persons with disabilities. Governing bodies also must comply with these requirements when their members use electronic communication in lieu of face-to-face official meetings. For example, communications between a quorum of members of a governing body convening electronically are subject to the Public Meetings Law. If the communications constitute a decision or deliberation toward a decision for which a quorum is required the meeting would be subject to the Public Meetings Law. Given these requirements, the use of email and other online communication to conduct public business creates the risk of violating Oregon's open meeting laws and should be avoided. A gathering of less than a quorum of a committee or other body is not a “meeting” under the Public Meetings Law. While a gathering of less than a quorum is not a "meeting," members should not gather (or communicate) as a group to discuss city business outside a public meeting. Such a gathering could create a “serial” quorum, may give the appearance of impropriety, and runs contrary to the policy of the Public Meetings Law which supports keeping the public informed of the deliberations of governing bodies. Discussions and decisions need to be conducted at meetings, even though it is not always convenient. WHAT DOES THIS MEAN? It is important to understand what constitutes a public meeting so members do not inadvertently violate the law. Meetings scheduled by city staff will be appropriately noticed; however, online discussions by a quorum of members violate public meetings law and should not occur. FOR MORE INFORMATION For further reading on Oregon’s public records and meetings laws, see links below: • Attorney General’s Public Records and Meetings Manual. o Public Meetings
If you have questions about any of the above material contact the Office of the City Recorder at [email protected] or at 503-786-7502.
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1.7.
Milwaukie Municipal Code (MMC) Title 2 – Administration and Personnel
1.8.
*City Council Goals
1.9.
*Mayor/Council Communication Agreement
1.10.
*Handbook for Oregon City Councilors
1.11.
Council / Staff Communications Policy
Personnel and Administrative
Policy and Procedure
SUBJECT: Council/Staff Communications EFFECTIVE DATE: July 1, 2003 REVIEWED: May 2011 REVISED: CATEGORY: 100 CROSS REFERENCE: POLICY NUMBER: 100.1 Political Activities 600.5
Purpose: To clarify the city manager's expectations with regard to staff contact with individual Council members.
Objective: The objective is to encourage the free flow of information between Council and staff in order to ensure that the Council receives the information to enable them to discharge their responsibilities.
Policy: The free flow of accurate, constructive, and responsible information will lead to credible results. To that end, Council/staff communications are sanctioned, subject to the following guidelines.
Guidelines for Use
Council communications are to be initiated by Council members. Do not use the opportunity to criticize or otherwise undercut another staff member or City department. (If you have issues or concerns of this nature, the discussion should be between you and your immediate supervisor). If a Council member requests that you take action, do not argue about the propriety of taking action based on the request of one Councilor. Rather, acknowledge the request and discuss it with your immediate supervisor. Under no circumstances are you or your staff to discuss either personnel actions (such as disciplinary matters) or collective bargaining. “Political” issues should not be discussed nor advice given in one’s role as an employee. If asked about a staff recommendation before the Council, answer truthfully but inform the manager and/or staff member making the recommendation in a timely manner. (The purpose is not to hold everyone to a “party line,” but, rather, to ensure that the person(s) making the recommendation is not surprised.) Council/staff communications should be reported to one’s supervisor – again to ensure that there are no surprises.
General: The city manager's authority for promulgating these guidelines can be found at Section 27(c)(3) of the Milwaukie Charter as follows:
Shall appoint all city officers and employees and remove them, except as otherwise provided by this charter, and have general supervision and control over them and their work with power to transfer an employee from one department to another and shall exercise supervision and control over the departments to the end of obtaining the utmost efficiency in each of said departments
1.12.
Council Agenda Forecaster Snapshot
CITY OF MILWAUKIE | COUNCIL AGENDA FORECASTER 2020 Last Update 11/13/2020 | Page 1 of 7
STAFF REPORT NOTICE: 11/9 FINAL: PACKET: 11/9 November 16 REVIEW DUE DATES: 11/6 BC| BUDGET COMMITTEE SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Budget Committee Quarterly Meeting Dennis 1 5:30pm Y Report
STAFF REPORT To OCR: NOTICE: 11/10 FINAL: PACKET: 11/13 November 17 REVIEW DUE DATES: 11/5 11/12 WS | WORK SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION PARB Annual Update and Bylaws Review Brooks 1 30 4:00pm N Report Capital Projects Update Adams/Passarelli 2 60 4:30pm N Report Adjourn Gamba 3 0 5:30pm N Informational RS | REGULAR SESSION #2326 SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Call to Order and Announcements Gamba 1 & 2 5 6:00pm N Informational Outstanding MHS Student for November Gelman 3 Award… A 10 6:05pm N Award Library Services Update Newell 4 Special A 10 6:15pm N Informational Community Comments Gamba/Ober 5 Comments 5? 6:25pm N Public Comments Minutes OCR 6 Consent A 1 6:30pm N Minutes Youth BC Member Appointments (tentative) OCR 6 Consent B 1 6:31pm N Resolution PSAC Lake Road NDA Rep ReAppointment (Tony Lewis) OCR 6 Consent C 1 6:32pm N Resolution MBP Funding IGA Brooks 6 Consent D 1 6:33pm N Resolution Linwood Avenue SAFE/SRTS Improvements Contract Award Marshall 6 Consent E 1 6:28pm N Resolution OLCC – Pint Sized Pub, 11301 SE 21st Ave Strait 6 Consent F 1 6:34pm N Application Executive Session News Media Policy Stauffer 7 Business A 20 6:35pm N Discussion ADU Waiver Update Aman 7 Business B 30 6:55pm N Discussion Public Tree Code Adoption Passarelli 8 Hearing A 45 7:25pm Y Ordinance Council Reports & Adjournment Council 9 & 10 5 8:10pm N Reports
CITY OF MILWAUKIE | COUNCIL AGENDA FORECASTER 2020 Last Update 11/13/2020 | Page 2 of 7
STAFF REPORT To OCR: NOTICE: 11/24 FINAL: PACKET: 11/25 December 1 REVIEW DUE DATES: 11/17 11/24 WS | WORK SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION DMBA Quarterly Update Rory/Wicks 1 15 4:00pm N Report Municipal Court Judge Update Graves/Dennis 2 30 4:15pm N Discussion Court Amnesty Update Dennis 3 45 4:45pm N Discussion Adjourn Gamba 4 0 5:30pm N Informational RS | REGULAR SESSION #2327 SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Call to Order and Announcements Gamba 1 & 2 5 6:00pm N Informational Christmas Ships Xmas Ships 3 Award… A 5 6:05pm N Proclamation Legion Officer & Teacher of the Year Awards Post 180 3 Award… B 10 6:10pm N Awards COVID-19 Emergency Extension Ober 4 Special A 5 6:20pm N Declaration Transportation Network Carriers (TNCs) Update Brooks 4 Special B 25 6:25pm N Report Community Comments Gamba/Ober 5 Comments 5? 6:50pm N Public Comments Minutes OCR 6 Consent A 1 6:55pm N Minutes Acknowledgement of Election Results (tentative) OCR 6 Consent B 1 6:56pm N Resolution Landscape Maintenance Contract Passarelli 6 Consent C 1 6:57pm N Resolution Janitorial Contract Renewal Passarelli 6 Consent D 1 6:58pm N Resolution Metro CET IGA Renewal Dennis 6 Consent E 1 6:59pm N Resolution Housing Emergency & Renter Protections Aman/CF 7 Business A 15 7:00pm N Resolutions/Ordinance Comp Plan Implementation Project Update – Code Audit Kolias 7 Business B 45 7:15pm Y Discussion Title 18 Flood Hazard Regulations Update Kelver 7 Business C 30 8:00pm Y Discussion Legislative Session Preparation Brooks 9 Reports A 30 8:30pm Y Discussion (none) 8 Hearing A Council Reports & Adjournment Council 9 & 10 5 9:00pm N Reports
STAFF REPORT To OCR: NOTICE: 12/1 FINAL: PACKET: 12/4 December 8 REVIEW DUE DATES: 11/25 12/3 SS | STUDY SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION 3rd SS of the Quarter = OFF AIR Climate Action Plan Update Passarelli/DF/NR 1 120 5:15pm Y Discussion Adjourn Gamba 2 0 7:15pm N Informational
CITY OF MILWAUKIE | COUNCIL AGENDA FORECASTER 2020 Last Update 11/13/2020 | Page 3 of 7
STAFF REPORT To OCR: NOTICE: 12/8 FINAL: PACKET: 12/11 December 15 REVIEW DUE DATES: 12/3 12/10 WS | WORK SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Transitional Housing Code Discussion Aman 1 30 4:00pm Y Discussion PSAC Annual Update and Bylaws Review Backhaus 2 30 4:30pm Y Discussion Business Relief Fund Update Aman/Wicks 3 30 5:00pm Y Discussion Adjourn Gamba 4 0 5:30pm N Informational RS | REGULAR SESSION #2328 SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Call to Order and Announcements Gamba 1 & 2 5 6:00pm N Informational Outstanding MHS Student for December Gelman 3 Award… A 10 6:05pm N Award Clackamas Fire Update (wildfires and merger) Charlton 4 Special A 15 6:15pm N Informational Community Comments Gamba/Ober 5 Comments 5? 6:30pm N Public Comments Minutes OCR 6 Consent A 1 6:35pm N Minutes Acknowledgement of Election Results (tentative) OCR 6 Consent B 1 6:36pm N Resolution Central Milwaukie Bikeway Connection Project Kelver 7 Business A 30 6:40pm Y Discussion 8 Hearing A Council Reports & Adjournment Council 9 & 10 5 7:10pm N Reports Councilor Parks’ Retirement Reception (on Zoom) Council After RS
CITY OF MILWAUKIE | COUNCIL AGENDA FORECASTER 2020 Last Update 11/13/2020 | Page 4 of 7
January 5 REPORTS DUE TO: OCR: 12/23 NOTICE: 12/29 FINAL: 12/30 PACKET: 12/31 WS | WORK SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Swearing-in of New Councilors in-person at city hall Graves/AF/DN 1 30 4:00pm Ceremonial Dinner Break RS | REGULAR SESSION #2330 SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Call to Order & Announcements Gamba 1 & 2 5 6:00pm Informational (none) 3 Awards A 0 City Manager Updates Ober 4 Special A 15 6:05pm Informational Community Comments Gamba 5 Comments 5? 6:20pm Public Comments Minutes OCR 6 Consent A 1 6:25pm Minutes Establish 2021 Council Meeting Schedule OCR 6 Consent B 1 6:26pm Resolution Establish 2021 Papers of Record OCR 6 Consent C 1 6:27pm Resolution Council 2021 Committee Assignments Brooks 7 Business A 30 6:30pm Discussion Legislative and Regional Policy Issues Brooks 7 Business B 15 7:00pm Discussion (none) 8 Hearing A Council Reports & Adjourn Gamba 9 & 10 5 7:15pm Informational
January 9 REPORTS DUE TO: OCR: 12/23 NOTICE: 12/30 FINAL: 12/31 PACKET: 1/4 CR | COUNCIL RETREAT SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Annual Council Retreat – merge w/SS? Ober 1 240 10:00am Discussion Adjourn Gamba 2 0 02:00pm Informational
January 12 REPORTS DUE TO: OCR: 12/31 NOTICE: 1/5 FINAL: 1/7 PACKET: 1/8 SS | STUDY SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Annual Council Retreat – merge w/retreat? Ober 1 240 5:15pm Discussion Adjourn Gamba 3 0 9:15pm Informational
CITY OF MILWAUKIE | COUNCIL AGENDA FORECASTER 2020 Last Update 11/13/2020 | Page 5 of 7
January 19 REPORTS DUE TO: OCR: 1/7 NOTICE: 1/12 FINAL: 1/14 PACKET: 1/15 WS | WORK SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Dangerous Building Code Vandagriff 1 20 4:00pm Discussion Comp Plan Implementation Project Update – Code Concepts Kolias 2 40 4:20pm Discussion Planning Commission Annual Update and Bylaw Review Weigel/Kolias 2 30 5:00pm JOINT MEETING Adjourn Gamba 4 0 5:30pm RS | REGULAR SESSION #2331 SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Call to Order & Announcements Gamba 1 & 2 5 6:00pm Informational Outstanding MHS Student Gelman 3 Awards A 10 6:05pm Award 4 Special A 0 Community Comments Gamba 5 Comments 5? 6:05pm Public Comments Minutes OCR 6 Consent A 1 6:10pm Minutes
Council President Election Council 7 Business A 15 6:15pm Election Council 2021 Committee Assignments – Finalize Brooks 7 Business B 15 6:30pm Discussion Legislative and Regional Policy Issues Brooks 7 Business C 15 6:45pm Discussion Transitional Housing Code Aman 8 Hearing A 30 7:00pm Ordinance Council Reports & Adjourn Gamba 9 & 10 5 7:30pm Informational
CITY OF MILWAUKIE | COUNCIL AGENDA FORECASTER 2020 Last Update 11/13/2020 | Page 6 of 7
February 2 REPORTS DUE TO: OCR: 1/21 NOTICE: 1/26 FINAL: 1/28 PACKET: 1/29 WS | WORK SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION WES State of the District Annual Report Geist 1 60 4:00pm Informational 2 30 5:00pm Adjourn Gamba 3 0 5:30pm RS | REGULAR SESSION #2332 SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Call to Order & Announcements Gamba 1 & 2 5 6:00pm Informational Black History Month Museum 3 Awards A 10 6:05pm Proclamation City Manager Updates Ober 4 Special A 15 6:15pm Report Community Comments Gamba 5 Comments 5? 6:30pm Public Comments Minutes OCR 6 Consent A 1 6:35pm Minutes
Legislative and Regional Policy Issues Brooks 7 Business A 15 6:40pm Discussion 8 Hearing A Council Reports & Adjourn Gamba 9 & 10 5 6:55pm Informational
February 4 REPORTS DUE TO: NOTICE: 1/28 SPE | SPECIAL EVENT SUBJECT PRESENTER(s) ORDER MINs TIME ACTION State of the City (SOTC) Address (first Thurs. in Feb.) (Zoom) Gamba 1 60 5:30pm Presentation
February 9 REPORTS DUE TO: OCR: 1/28 NOTICE: 2/2 FINAL: 2/4 PACKET: 2/5 SS | STUDY SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Annual Boards and Committees Leadership Summit OCR 1 60 5:15pm Discussion Annual Youth Leadership Summit (?) OCR 2 60 6:15pm Discussion Adjourn Gamba 3 0 7:15pm Informational
February 15 REPORTS DUE TO: NOTICE: 2/8 FINAL: 2/5 PACKET: 2/8 BC | BUDGET COMMITTEE SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Quarterly Meeting Dennis 1 120 5:30pm Discussion CITY OF MILWAUKIE | COUNCIL AGENDA FORECASTER 2020 Last Update 11/13/2020 | Page 7 of 7
February 16 REPORTS DUE TO: OCR: 2/4 NOTICE: 2/9 FINAL: 2/11 PACKET: 2/12 WS | WORK SESSION SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Comp Plan Update – community review & testing initiation Kolias 1 45 4:00pm Update 2 15 4:45pm 3 30 5:00pm Adjourn Gamba 4 0 5:30pm RS | REGULAR SESSION #2333 SUBJECT PRESENTER(s) ORDER MINs TIME ACTION Call to Order & Announcements Gamba 1 & 2 5 6:00pm Informational Outstanding MHS Student Gelman 3 Awards A 10 6:05pm Award 4 Special A 0 Community Comments Gamba 5 Comments 5? Public Comments Minutes OCR 6 Consent A 1 Minutes
Legislative and Regional Policy Issues Brooks 7 Business A 15 Discussion 8 Hearing A Council Reports & Adjourn Gamba 9 & 10 5 Informational
1.13.
The Organization
1.13.1.
Department Missions & Functions
CITY MANAGER
MISSION STATEMENT To efficiently and effectively manage all City operations
PURPOSE AND FUNCTION The Milwaukie City Charter, Section 27, generally defines the function of the City Manager as being "the administrative head of the government of the City". The Charter specifically defines the powers and duties as:
Advise the Council of the affairs and needs of the City.
• Ensure that all ordinances are enforced and that the provisions of the franchises, leases, contracts, permits, and privileges granted by the City are fully observed. • Appointment and removal of all City officers and employees and general supervision and control over them and their work. • Act as purchasing agent and budget officer for the City. • Control all public utilities owned and operating by the City, and general supervision over all City property. • Other duties required by the Charter or City Council.
DUTIES OF CITY MANAGER'S OFFICE
• Public information/communication • Neighborhood involvement • Special/event coordination • Oversight of Parks/Recreation services • Management of the Integrated Transportation program and Engineering Division
COMMUNITY DEVELOPMENT
MISSION STATEMENT The mission of the Community Development Department, in partnership and communication with residents, businesses, non-profits, and schools the Community Development Department is dedicated to improving the health and safety of all residents, businesses, and visitors while maintaining high standards for development, redevelopment, and infrastructure projects.
PURPOSE AND FUNCTION The Community Development Department oversees and supports the City’s Building Inspections, Economic Development, and Planning Departments. The Community Development Department Director is responsible for serving the public’s interest in:
• Guiding how land and structures in Milwaukie are developed and served by infrastructure; • Overseeing the developments and partnerships for enhanced economic development activities; • Partnership development with state, regional, county, and local non-profit partners to address growth issues and regionally significant transportation projects; • Proactive participation in community development activities that support and implement the City’s 20-year vision and comprehensive plan; • Facilitating community involvement that is inclusive to all people of diverse backgrounds, gender, socio-economic classes, race, ethnicity, disability, language, and cultures; • Encouraging and partnering in the development of quality housing choices for residents of all income levels and need; • Promoting a walkable, pedestrian, and bicycle-friendly City with complete streets, trails, and connections between neighborhoods, and community focal points; • Providing opportunities for the community to be better prepared for emergencies; • Promoting Milwaukie as a progressive, opportunity-rich city in the greater Portland Metropolitan region; • Targeting brownfield opportunities, participating in the Brownfields Coalition, and sharing resources for the McLoughlin Corridor EPA Brownfields Grant; • Capitalize on opportunities through bold and creative economic development strategies; • Recruit and retain businesses to ensure a dynamic, diversified employment base; • Nurture entrepreneurship and foster successful partnerships with businesses and community leaders; • Leverage public/private resources to focus development on economic centers; • Foster development of vibrant, sustainable, attractive, mixed-use neighborhoods in downtown and in key commercial centers and corridors throughout the city; • Uphold a high standard of design and property maintenance; • Advocate Milwaukie’s interests through state and federal lobbying efforts, regional partnerships and other organizations; • Pursue transportation and other improvements and services that improve quality of life; • Balance development with environmental protection; • Build connections with ALL communities that reflect the breadth and richness of the diversity in our City; • Provide critical and relevant information on a timely basis and facilitate two-way dialogue between City government and the community; • Plan and develop quality services, infrastructure, and amenities; • Develop and maintain collaborative partnerships and investment strategies that improve services; and • Respond to growing service demands through partnerships, innovation, and outcome management.
ENGINEERING
MISSION STATEMENT The mission of the Engineering Services Department is to deliver high quality capital improvement projects, support development of the City through the development of standards, and implementation of City policies within the public right-of-way and other public facilities. Ensure that the needs of the community, especially long-term needs, are provided for at the lowest cost to ratepayers.
PURPOSE AND FUNCTION The primary purpose of the Engineering Services Department is to manage the Capital Improvement Program (CIP) for the City’s utility and transportation systems.
• The CIP is implemented through a 6-year Capital Improvement Plan that is updated with the budget. The Plan provides for the timely construction of projects needed to maintain facilities, utilities and transportation systems within the City. The Engineering Services Department does this by scheduling projects with consideration of available funding and need, providing engineering assistance to the Public Works Department, and overseeing the design and construction of all improvements within the public right-of-way (ROW). Guidance for the CIP is provided by adopted master plans and other projects approved by the City Council; • Engineering is also responsible to manage the City’s public rights-of–way. This involves administration of the permitting program for all work within the ROW. Including providing support to planning and building by the review of land use application and building permits to define the needed public utility and street improvements within the public ROW and other public facilities; and • Engineering is currently in the process of implementing the new Safe Access For Everyone (SAFE) program which will construct 57 miles of sidewalks, trails, and bike paths totaling $51 million over the next 25 years. The Council adopted program includes provisions for six full-time equivalents to pursue completion within nine years.
FINANCE
MISSION STATEMENT Our mission is to ensure the fiscal integrity of the financial operations of the City.
PURPOSE AND FUNCTION Below are the processes that Milwaukie Finance focuses on throughout the year:
• Audit Preparation and Reconciliation • Budget Process and Monitoring • Five-Year Forecast and Strategic Planning • Accounts Payable, Accounts Receivable, • Business Registration and Downtown Parking Administration • Payroll • Purchasing Contracts (Public Contracting Rules) and Purchase Card Administration • Utility Billing • Banking, Cash Flow and Investment Management • Investment Management • Debt Management • Risk and Liability Insurance Management • Internal Controls and Policies • Capital Assets and Project Tracking
HUMAN RESOURCES
MISSION STATEMENT
The Department is a strategic partner with City management, employees and labor to enhance the engagement and effectiveness of the organization. The Department is focused on delivering exceptional service and quality products in a manner which promotes mutual respect and enhances the organization as a great place to work.
PURPOSE AND FUNCTION
• The Human Resources Department is responsible for providing a full-range of human resources services to the City to include: o Provide leadership and act as a resource to the organization in all aspects of human resources management. o Develop and administer recruitment and selection methods to enable the City to acquire, develop and retain a skilled, diverse and service oriented workforce. o Provide leadership to create and maintain cooperative labor/management relations with the City’s represented employees; negotiate labor contracts and oversee administration and interpretation of labor contracts. o Develop and maintain the City’s classification and compensation system. o Develop and implement human resource policies and procedures consistent with applicable law. o Deliver organizational and employee development programs and employee training. o Facilitate communication and aid in problem solving and conflict resolution; investigate and resolve employee grievances and claims. o Ensure managers and supervisors are trained in performance coaching and performance coaching is being practiced. o Serve as a resource on the administration of employee benefits and communicate benefit information to all eligible employees; manage the worker’s compensation program.
INFORMATION TECHNOLOGY (IT)
MISSION STATEMENT The mission of the IT department includes the following:
• Safeguard information assets • Procure, deploy, and manage enterprise hardware devices and software applications • Provide reliable daily operations of infrastructure, networks, and enterprise systems • Implement technology upgrades as needed by departments serving the City.
PURPOSE AND FUNCTION
• Centralized Help Desk for users to report operational problems that require repair • Infrastructure technical support to provide reliable ongoing operations of networks, servers, platforms, and communication devices • Asset management by means of specification, procurement, deployment, and administration of computer assets used by City employees.
LIBRARY SERVICES
MISSION STATEMENT The Ledding Library of Milwaukie upholds the principles of intellectual freedom and the public's right to know by providing people of all ages with access and personalized guidance to information technology and collections that reflect all points of view. The Library supports pursuit of education and personal goals by providing informational, recreational, and cultural materials and services including those utilizing advancing technologies.
PURPOSE AND FUNCTION
• Service to the community by providing reference and readers' advisory to access the collection; interlibrary loan; outreach to the homebound, Head Start, schools, and daycare providers. • Service to children and teens to stimulate their appreciation for reading and providing support for their educational growth. • Programming for all ages including preschool and toddler story times; programs for homeschooling families; book clubs for middle school students and adults; summer reading programs for children, teens and adults; music concerts; special performers and storytellers during the summer and school vacations for school aged children; poetry series and workshops; cultural forum series. • Providing a collection that meets the demands and needs of the entire community. • Providing electronic resources to access the internet and word processing; on-line reference databases; eBook/Library2Go instruction classes; AWE computers with educational games for children; computer use instruction for patrons.
MUNICIPAL COURT
MISSION STATEMENT The Milwaukie Municipal Court is the judicial branch of the City government. Its mission is to provide a fair and impartial local forum for the resolution of minor traffic violations, parking citations, minors in possession of tobacco, and violations of City ordinances.
PURPOSE AND FUNCTION
• Administers court proceedings and docketing • Respond to questions about the court schedule, bail amounts, and other administrative matters but does not give legal advice • Administers truancy court • Coordinates court matters with defendants, the judge, city prosecutor, finance, code compliance, police department, and other criminal justice and state agencies
PLANNING
MISSION STATEMENT The mission of the Planning Department is to:
• Advance the community’s vision of Milwaukie as a livable city, in collaboration with other City departments, residents and stakeholders; • Provide timely, reliable information and assistance to customers; • Facilitate and coordinate projects and discussions to arrive at community solutions and completion of projects; and • Promote safety, livability and vitality through high quality development review and long- range planning services.
PURPOSE AND FUNCTION
• Support City Council, Planning Commission, the Design & Landmarks Committee, and other council appointed planning committees in achieving the community’s vision; • Administer City Zoning, Sign, and Land Division Ordinances, and state and federal laws regulating development within the city; • Complete projects required for the City to comply with the Metro Urban; • Growth Management Functional Plan and the Regional Transportation Plan; • Provide information to customers about the City’s regulations and development process and assist applicants as they refine the scope of their projects and with the permitting process; • Support the Community Development Director in economic development, community enhancement, and capital improvement projects; and • Promote livability and protect property and natural resources by seeking compliance with City regulations.
POLICE
MISSION STATEMENT It is the Milwaukie Police Department's Mission to protect life and property and treat all citizens with respect and dignity. We strive to maintain and enhance community livability by implementing problem solving partnerships, actively educate the community to be safe and to maintain a public safety environment where integrity and high standards of professionalism prevail.
PURPOSE AND FUNCTION The main functions of the Police Department are to:
• Respond to calls for service • Traffic enforcement/investigation • Criminal investigation • Follow-up detective investigations • Property room management • Major crime investigations • State and federal task force operations and support • Preserve our neighborhoods through code compliance and nuisance abatement
PUBLIC WORKS
MISSION STATEMENT The mission of the Public Works Department is to oversee the development, manage the operations and maintenance of the City’s infrastructure and utility systems, oversees the City’s Climate Action Plan and facilitates inter-departmental collaboration to support City Climate Action Plan goals and efforts. Public Works is entrusted with these responsibilities in partnership with the citizens, customers and system users for the benefit, welfare and safety of the community and the environment
PURPOSE AND FUNCTION
The Public Works Department provides management and administrative support for four utility divisions: Water, Wastewater, Storm, and Transportation; and the Fleet and Facilities divisions.
The Public Works Department carries out the following functions:
• Management, budgeting and financial oversight of the four utility divisions and the Fleet and Facilities divisions; • Climate Action Plan Management and Implementation; • Management of Milwaukie’s Urban Forest • Asset Management; • Work Order management; • GIS data maintenance; and • City Emergency Management (alternating lead with the Police Department). PUBLIC WORKS– FLEET SERVICES
MISSION STATEMENT The mission of the Fleet Services Department is to recommend, purchase, and repair City vehicles and equipment to ensure the health and safety of our residents, and keep critical Police and Public Works vehicles performing. The Fleet Division maintains and repairs City vehicles and equipment to: maximize their economic service life, ensure the lowest lifetime maintenance and repair, produce the lowest environmental costs, and minimize vehicle and equipment downtime. The Fleet Department performs continual analysis of our Fleet to minimized both monetary and environmental costs while providing effective, well maintained vehicles.
PURPOSE AND FUNCTION
The Fleet Services Department provides the following functions:
• Vehicle and equipment maintenance and repair including technical, specialty, motorized, and heavy equipment; • Operate and staff an organized full service shop providing timely repair and scheduled preventative maintenance for the City‘s fleet (approximately 100 vehicles and 140 pieces of equipment); • Contract to provide fleet maintenance for the smaller vehicle fleets of Clackamas River Water (CRW) and Sunrise Water Authority (SWA), (about 60 vehicles and equipment total) on an as-requested basis and as City workload allows; • Oversee specialty contract repair and maintenance such as bodywork, electrical, and software; • Organize and analyze usage data to facilitate purchasing of new vehicles, software, and equipment; and • Surplus City vehicles in a timely fashion
PUBLIC WORKS - FACILITIES
MISSION STATEMENT The mission of the Facilities Department is to maintain and improve all City-owned buildings and properties. The Facilities Department shall assess condition, budget, plan and prioritize projects in a manner that not only demonstrates effective stewardship of public resources, but also supports greater City goals and vision. The Facilities Department demonstrates clear, professional communication, stellar customer service, timeliness and efficiency.
PURPOSE AND FUNCTION
The Department’s purpose is to:
• Maintain, repair, construct, as well as oversee the remodeling and repair of buildings and properties; • Create contracts and Manage Contractors for issues ranging from roof replacement to alarm systems; • Recommend, scope, and manage CIP projects and funds; • Make recommendations and decisions that lead to greater energy efficiency (from HVAC set points to new boilers and increased insulation); • Align decisions with and pursue greater City goals. The Facilities division participates in Energy Trust’s Strategic Energy Management Program to reduce energy use. Staff monitors and report on energy use, trends and opportunities; • Perform preventive maintenance activities that ensure building and property systems are functioning properly to protect and preserve City assets; • Provide comfortable, secure, clean and professionally maintained work areas for city employees; • Respond promptly and professionally to service requests for heating, cooling, carpentry, painting, repair, electrical, moving, office reconfigurations, remodeling, plumbing, security, and cleaning issues; • Provide 24/7 on-call service 365 days a year; and • Perform general contracting work for repair and capital project completion including heating, cooling, ventilation, architectural, structural, landscaping, irrigation, painting, cleaning, electrical, plumbing, remodeling, and office reconfigurations.
PUBLIC WORKS - TRANSPORTATION
MISSION STATEMENT The mission of the Transportation Department is to maintain and enhance the City’s transportation infrastructure providing safe traveling conditions for pedestrians, bike, and vehicular travel.
PURPOSE AND FUNCTION OF DEPARTMENT The purpose and function of the State Gas Tax program: • To maintain the street network including pavement, signs, pavement markings, and signals. The street sweeping duties have been moved entirely to the stormwater budget since FY 16. • The purpose and function of the Street Surface Maintenance Program (SSMP): o The Program provides for the capital needs of maintaining the street network. The program began in 2007 and has paved a large portion of the arterials and collectors in the City. Council revised the program to include residential streets in 2017 with the goal to upgrade the pavement condition by a measurable amount by the most cost-effective method throughout the City. • The purpose and function of the Safe Access for Everyone Program (SAFE): • The Program provides for the capital needs of the pedestrian and bicycle infrastructure and was developed to provide for a dedicated funding source to implement the Public R/W ADA transition plan and the Bicycle and Pedestrian Accessibility Plan. The fund was also identified as a supporting funding source to the SSMP program by being able to provide some funding of the mandatory ADA upgrades that accompany the SSMP program. The program began in 2017 and will construct infrastructure over 40% of the cities roadways. The goal is to implement the entire program within 25 years.
PUBLIC WORKS - STORMWATER
MISSION STATEMENT The mission of the Stormwater Department is to provide for the effective management and financing of the stormwater system within the City’s public Right-of-Way. The mission of the Stormwater Department is to protect the health, safety and welfare of the public by providing for the safe, efficient capture and conveyance of stormwater runoff; the correction of stormwater problems by designing, constructing, managing, operating, maintaining, inspecting, sweeping and enforcement of the City’s stormwater rules and regulations.
PURPOSE AND FUNCTION OF DEPARTMENT The Stormwater Department ensures that all: • Maintenance work is done in compliance with its National Pollutant Discharge Elimination System (NPDES) permit; • Permit for the storm system in general and the Water Pollution Control Facility (WPCF); • Permit for Underground Injection Control (UIC) components such as drywells; • Provides an ongoing education program for its employees to keep up with the evolving technology, rules and regulations; • Manage 41 miles of storm main lines, 1603 catch basins, 210 drywells, 122 sedimentation manholes, 539 manholes, 5 detention ponds, and 46 Rain gardens; and • Sweep city streets to maintain compliance with National Pollutant Discharge Elimination System (NPDES) permit, 1,128 lane miles swept in 2017.
PUBLIC WORKS - WASTEWATER
MISSION STATEMENT The mission of the Wastewater Department is to provide for the effective management and financing of the wastewater collections system within the public Right-of-Way. The goal is to provide wastewater collection, pumping and collect revenue for treatment services to the residents, while protecting the environment and eliminating sanitary sewer overflows.
PURPOSE AND FUNCTION OF DEPARTMENT The Wastewater Department is responsible to: • Operating and maintaining the City’s wastewater collections infrastructure efficiently and at the least cost to customers; • Maintain 79 miles of public sanitary sewers, 5 sewer lift stations, and 1,692 manholes; and • Provide an Environmental Services Coordinator to oversee and enforce the FOG (Fats, Oils and Grease) program that helps eliminate the amount of fats, oils, and grease in the wastewater collections system.
PUBLIC WORKS - WATER
MISSION STATEMENT The mission of the Water Department is to provide the residents with safe drinking water, water for fire protection, and an adequate supply of water for essential daily needs. This is done by following stringent State and Federal distribution guidelines, such as the Safe Drinking Water Act originally passed by Congress in 1974.
PURPOSE AND FUNCTION OF DEPARTMENT • Provide the City’s residents with water that meets or exceeds all Federal and State water quality requirements; • Maintain the water system infrastructure; and • Provide staff with education needed to stay current with changing technology, rules and regulations.
OFFICE OF THE CITY RECORDER (OCR)
MISSION STATEMENT The Office of the City Recorder (OCR) supports the City Council, administers the City’s records management program, and coordinates City elections. The OCR is responsible for ensuring that all of Oregon’s public meeting and records laws are enforced in a timely and efficient manner. In addition, the OCR supports the City administration and has the privilege of working with community partners to promote Milwaukie’s unique heritage.
PURPOSE AND FUNCTION
• Supporting the administrative needs of the City Council, its advisory boards, and constituents by maintaining access to information as it relates to the legislative process. o Supporting Oregon’s open decision-making policies and statutes through the publication and distribution of meeting times and locations, relevant documentation, and preparation and maintenance of agendas, minutes, and supporting documentation. o Administering the City’s regular standing board, commission, and committee (BCC) recruitment and appointment processes; this does not include ad hoc, special purpose, or short-term project advisory groups, which are administered by other departments. • Administering the City’s records management program so that operational goals are met by making information readily available for prompt and cost-effective delivery. o Using technology and best practices to enhance access to information. o Providing access to City records in as many mediums as possible while maintaining the City’s electronic storage and retrieval systems. • Administering municipal elections by accepting and verifying filing materials, preparing and submitting proposed ballot titles, providing forms and information to the public, publishing election notices, and certifying election results. • Working with community partners to promote Milwaukie’s heritage by collaborating on special events and making historic documents available to the public. 1.13.2.
Organizational Chart
ORGANIZATIONAL CHART
10 ADOPTED BUDGET BIENNIUM 2021–2022 1.13.3.
Department Directors Contact Information & Photos
Department Heads: Contact Information
NAME DEPARTMENT CELL WORK PHONE OFFICE LOCATION
Ann Ober City Manager 503-753-6608 503-786-7501 City Hall
Kelly Brooks City Manager 503-752-2130 503-786-7573 City Hall
Luke Strait Police 503-786-7416 Public Safety Building
Gary Rebello Human Resources 971-998-0099 503-786-7506 City Hall
Bonnie Dennis Finance (Municipal Court) 503-786-7505 City Hall
Leila Aman Community Development 503-786-76616 Johnson Creek Building
Laura Weigel Planning 503-807-4717 503-786-7654 Johnson Creek Building
Steve Adams Engineering 971-978-7435 503-786-7605 Johnson Creek Building
Peter Passarelli Public Works (Fleet & Facilities) 217-418-2950 503 786-7614 Public Works Building
Scott Stauffer Records and Information Management 971-322-7378 503-786-7502 City Hall
Katie Newell Library No Cell 503-786-7584 Ledding Library
Brandon Gill Information Technology (IT) 503-683-1153 503-786-7404 Public Safety Building
Damien Farwell Fleet & Facilities Supervisor 503-786-7621 Johnson Creek Building
Justin Gericke City Attorney 971-221-6423 503-786-7529 City Hall
Updated 11/16/2020 1.14.
Public Records
1.14.1.
Public Records Flow Chart
CITY OF MILWAUKIE How to Complete a Office of the City Recorder Public Records Request 10722 SE Main Street P) 503-786-7502 Prepared Spring 2015 F) 503-653-2444 Revised Winter 2016 [email protected] Public Record Requests are…
1. Submitted 2. Screened 3. Completed 4. Delivered
ALL written requests The OCR consults with the appropriate When any required fees are at The OCR or responding should be directed to the department(s) to determine if: least partially paid, the OCR or department(s) will Office of the City the City has the requested records, and responding department(s) will deliver the records to Recorder (OCR) if staff time or fees will be required. prepare the requested records. the requestor.
Step 1. A Public Records Request is Submitted Many public records requests are received verbally (in-person or over-the-phone) or by email and are completed by staff who either provide the requested information or direct the requestor to where the information can be found. Many record requests are submitted in writing and may require a formal written response. Regardless of what department is contacted first, all written requests must be submitted to the Office of the City Recorder (OCR) through the online Records Request form, by fax (503-653-2444), by US mail, hand delivered to City Hall, or by e-mail to [email protected]. See the “How to Make a Public Records Request” on the Records Request webpage for more information. Once submitted to the OCR, an initial acknowledgement may be sent to the requestor to confirm the City’s receipt of the request. Step 2. The Public Records Request is Screened In consultation with the appropriate department(s) OCR staff will review the request to determine: a. if the City has the records being requested; b. how long it will take staff to locate and prepare the records; and c. if any fees should be assessed before completing the request. Written requests will receive a written response, usually by email. In the event the request will require significant staff time and a fee to complete, the appropriate department(s) will complete a Public Records Response Form (available on the intranet) and send it to the requestor. Before a records request will be processed, the requestor must acknowledge any costs and provide at least partial payment of any fees. Fees are typically not charged if the cost is less than $25. Step 3. The Public Records Request is Completed Once any fees have been at least partially paid, staff may begin to retrieve and prepare the requested records. Step 4. The Requested Records are Delivered The requested records should be sent to the requestor through a method appropriate for the type of records being delivered (i.e. email, US mail, in-person, or an OCR approved alternate delivery method). Other Things to Know: - Although the City needs to respond to requests, under Oregon Public Records Law public bodies are not bound by the timeframes or requirements of the Federal Freedom of Information Act (FOIA). - Fees can be taken anywhere the City takes payments and are deposited as miscellaneous revenue. - The City Recorder may grant a full or partial fee waiver if it is determined that it is in the public interest. - Staff may direct questions regarding the request directly to the requestor or through the OCR. - The OCR should be copied on all communications with the requestor. - Documentation for completed requests will be retained for 2 years in HPRM (per the Retention Schedule). Page 1 of 1 | How to Complete a Public Records Request
CITY OF MILWAUKIE How to Complete a Office of the City Recorder Public Records Request 10722 SE Main Street P) 503-786-7502 Prepared Spring 2015 F) 503-653-2444 Revised Winter 2016 [email protected] Public Record Requests are…
1. Submitted 2. Screened 3. Completed 4. Delivered
ALL written requests The OCR consults with the appropriate When any required fees are at The OCR or responding should be directed to the department(s) to determine if: least partially paid, the OCR or department(s) will Office of the City the City has the requested records, and responding department(s) will deliver the records to Recorder (OCR) if staff time or fees will be required. prepare the requested records. the requestor.
Step 1. A Public Records Request is Submitted Many public records requests are received verbally (in-person or over-the-phone) or by email and are completed by staff who either provide the requested information or direct the requestor to where the information can be found. Many record requests are submitted in writing and may require a formal written response. Regardless of what department is contacted first, all written requests must be submitted to the Office of the City Recorder (OCR) through the online Records Request form, by fax (503-653-2444), by US mail, hand delivered to City Hall, or by e-mail to [email protected]. See the “How to Make a Public Records Request” on the Records Request webpage for more information. Once submitted to the OCR, an initial acknowledgement may be sent to the requestor to confirm the City’s receipt of the request. Step 2. The Public Records Request is Screened In consultation with the appropriate department(s) OCR staff will review the request to determine: a. if the City has the records being requested; b. how long it will take staff to locate and prepare the records; and c. if any fees should be assessed before completing the request. Written requests will receive a written response, usually by email. In the event the request will require significant staff time and a fee to complete, the appropriate department(s) will complete a Public Records Response Form (available on the intranet) and send it to the requestor. Before a records request will be processed, the requestor must acknowledge any costs and provide at least partial payment of any fees. Fees are typically not charged if the cost is less than $25. Step 3. The Public Records Request is Completed Once any fees have been at least partially paid, staff may begin to retrieve and prepare the requested records. Step 4. The Requested Records are Delivered The requested records should be sent to the requestor through a method appropriate for the type of records being delivered (i.e. email, US mail, in-person, or an OCR approved alternate delivery method). Other Things to Know: - Although the City needs to respond to requests, under Oregon Public Records Law public bodies are not bound by the timeframes or requirements of the Federal Freedom of Information Act (FOIA). - Fees can be taken anywhere the City takes payments and are deposited as miscellaneous revenue. - The City Recorder may grant a full or partial fee waiver if it is determined that it is in the public interest. - Staff may direct questions regarding the request directly to the requestor or through the OCR. - The OCR should be copied on all communications with the requestor. - Documentation for completed requests will be retained for 2 years in HPRM (per the Retention Schedule). Page 1 of 1 | How to Complete a Public Records Request
1.14.2.
New Executive Session News Media Policy (not yet adopted)
Personnel and Administrative Policy and Procedure
EFFECTIVE: Jan. 1, 2021 SUBJECT: Executive Session News Media REVIEWED: December 2020 REVISED: CROSS REFERENCE: CATEGORY: 100 Milwaukie Municipal Code Chapter 2.04.090 – POLICY NUMBER: 100.4 Executive Sessions (Ordinance 1812) Resolution XX-2021 – adopting this policy
Purpose The purpose of this policy is to provide guidelines for determining what is a news media organization and who is a representative of the news media according to Oregon Revised Statute (ORS) 192.610(2) and ORS 192.660(4) as it relates to attendance at executive session meetings.
Objective ORS 192.610(2) provides that any meeting or part of a meeting of a governing body my deliberate in closed meetings on certain matters; and ORS 192.660(4) provides that representatives of the news media will be allowed to attend executive sessions, but that the governing body may require that specified information be undisclosed. This policy defines news media organizations and who is a representative of the news media for access into executive sessions.
Scope This policy applies to all executive session meetings held by any governing or advisory body of the city as outlined by ORS 174.109. This includes, but is not limited to, City Council and city boards, committees and commissions.
Definitions News Media: Online, digital, radio, television or print entities that provide information for public consumption.
News Media Organization: Any entity formally organized for the purpose of gathering and disseminating news through radio, television, print, online or digital formats.
News Media Representative: An employee, agent or contractor of a news media organization who is engaged in the act of gathering news for that news media organization.
Policy Attendance at Executive Session Meetings: As permitted by state law, it is the policy of the City of Milwaukie that news media representatives may attend executive sessions.
Page 1 of 3 – DRAFT POLICY Attendance Request Process To determine whether someone requesting permission to attend an executive session is a representative of the news media, the following procedure will be followed: 1. Any person who wishes to attend an executive session must: a. Submit a written request to attend an executive session to the city recorder; and b. Provide evidence that the person is an employee, agent, or contractor of a news media organization who is engaged in the act of gathering news for that news media organization; see Section 2 below for acceptable forms of evidence. c. The request to attend an executive session should include the following: i. Requestor’s Name; ii. Requestor’s News Media Organization Name; iii. The date of the executive session they wish to attend; and iv. A statement that they agree to abide by state law and to not disclose anything said during the executive session. d. Requests should be submitted within a reasonable amount of time before the executive session to allow staff time to verify and respond to the request. In most instances, a request should be submitted at least 48 hours before the meeting; when meetings are called with 24 hour notice, a request should be submitted in a reasonable amount of time which would be defined by staff’s ability to receive and consider a request during normal business hours. 2. Upon receiving a request, the city recorder will consult with the city manager and other staff as appropriate to review the request. The following guidelines will be used to determine if the requestor will be permitted to attend the executive session. a. Whether the required pieces of information have been submitted (see Section 1. C. above). b. Whether proof has been submitted to confirm that the person is associated with a recognized news media organization. Such proof can come in the form of the following: i. Press identification: press badge or identification issued by a recognized news media organization, plus proof of identity (such as a driver’s license); ii. Proof of a recently published news article by a news media organization with the person’s byline, or a masthead showing the person’s name as a member of the editorial staff of a recognized news media organization, plus proof of identity; or iii. A letter from an editor on letterhead of a recognized news media organization in which the editor states that the reporter is covering the meeting for the news media organization, plus proof of identity (freelancers must have clippings or proof of work with a recognized news media organization within the last six months); and c. In addition, the city will consider whether there is satisfactory information to confirm that the person is gathering news, even though the information discussed or considered in executive session may not be disclosed in any form, and/or to any other person.
Page 2 of 3 – DRAFT POLICY 3. If the requestor fails to provide any of the necessary information outlined above, or if the news media organization is not recognized as outlined in this policy, the person will not be allowed to attend an executive session. If the city has reason to believe that the person has submitted false information or has previously failed to comply with this policy regarding disclosure of information properly within the scope of previous executive sessions, the city may refuse permission for the person to attend the executive session. The city may consider any relevant evidence provided or gathered in deciding whether a person is a representative of the news media. The city’s decision to recognize or not to recognize a person as a representative of the news media, and/or to grant permission to attend an executive session, is a quasi-judicial decision reviewable as provided by ORS 34.010 to 34.100.
Exempt Executive Session Topics As allowed by state law, if the executive session is for the purpose of discussing labor negotiations, or current litigation or litigation likely to be filed, and the member of the news media is a party to the litigation or is an employee, agent or contractor of a news media organization that is a party to the litigation, the person will not be allowed to attend the executive session.
Cameras and Other Recording Devices Cameras, tape recorders, and other recording devices may not be used in executive sessions, except by city staff for the purposes of preparing the meeting record.
Contact For more information about this policy, contact the Office of the City Recorder at [email protected] or 503.786.7502.
Page 3 of 3 – DRAFT POLICY 1.14.3.
Digital Archives
Digital Archives – online resource at https://www.milwaukieoregon.gov/cityrecorder/digital-archives START SEARCHING The City of Milwaukie, as a member of Oregon Records Management Solution (ORMS), provides access to public records through our digital archives. Some of our frequently requested records have been pre-searched for your convenience.
• Ordinances • Resolutions • Proclamations & Declarations • All Boards & Commissions • City Council Packets (Agendas and Minutes) • Planning Commission Packets (Agendas and Minutes) • Newsletters (The Pilot & previous iterations) • Historic Photos • All Records If you are looking for records other than those listed above or would like to perform a complex search, you can use one or more of the methods below.
Search Method Description
Any Word Searches for any word in the Title or Notes fields
Date Created Not Recommended
Document Content Text contained within a content searchable document
Using the following formats: Meeting Date Exact date: mm/dd/yyyy Date range: mm/dd/yyyy to mm/dd/yyyy
Record Number Not Recommended
Title (Free Text Part) Not Recommended
Title Word Searches for any word in the Title field Use the * as a wildcard to broaden your search. For example, Admin* will return variations such as administrator, administrative, administrate. Searches can be saved simply by bookmarking the search results in your web browser. When you return to that bookmark, it will perform the search and return the search results. If you cannot find what you’re looking for online, records can be requested using the Public Records Request E-Form. Archived building permits are searchable in a separate program. Learn more here. 1.15.
City History
CITY OVERVIEW
ABOUT MILWAUKIE Nestled along the banks of the Willamette River and steeped in a rich history, Milwaukie enjoys the comforts of a small town, as well as the benefits of its close location to Portland. The pioneering spirit and determination that inspired Milwaukie’s founders is still felt today from the people that make up this unique city. This suburban City of 20,528 strives to stay true to itself and the spirit of the community, even if that’s unconventional at times, while upholding a strong sense of optimism that keeps everyone persistent in their pursuit for shared successes. Woven through the fabric of the community is the value placed on ingenuity. Milwaukie prizes creativity to get things done by finding innovative solutions, and residents embrace originality to find new ideas that better the community. Together, these strengths have contributed to the recently-completed visioning process that received an outpouring of support from the community, and led Milwaukie to receive the 2017 Award for Public Involvement and Participation from the Oregon chapter of the American Planning Association. They can also be found in the city’s robust and thriving business community. With more than 1,500 companies, including Blount International, Bob’s Red Mill, Dark Horse Comics and Precision Castparts Corporation, Milwaukie is home to several of Oregon’s largest and most iconic employers. These same values drive events in Milwaukie each year. The Umbrella Parade and Tree Lighting, Winter Solstice and Christmas Ships Party, Earth Day Clean-Up, Sunday Farmers Market, First Fridays, and neighborhood concerts combine creativity and positivity to help bring the community closer together. Like the founders before them, the people of Milwaukie know the city is destined for great things, and all are welcome to join with the community as it forges its own path to success.
HISTORY OF MILWAUKIE The area known today as Milwaukie was once occupied by members of the Upper Chinook language group known as the Clackamas. American and European explorers first visited the area in 1805 and in 1847 pioneer Lot Whitcomb arrived and named the new community after Milwaukee, Wisconsin, which had impressed him as he made his way to Oregon. There are various stories as to how Milwaukie came to be spelled with “ie” at the end (instead of “ee”), one of which is that the U.S. Post Office declared that the city in Wisconsin would end with “ee” while the city in Oregon would end with “ie”.
CITY OF MILWAUKIE 7 CITY OVERVIEW
Pre 1805 • Explorers Lewis & Clark estimate the population of the Clackamas people to be around 1,800.
1847 • Lot Whitcomb arrives in Oregon and establishes Milwaukie.
1889 • First Milwaukie library was founded as a circulating library.
1893 • Portland—Oregon City interurban railway begins operation that would run through Milwaukie for 65 years.
1903 • Milwaukie is incorporated by the State and Legislative Assembly and elections for the first City Council are held. 1906 • The first streetlights were installed, followed by sidewalks, paved streets, and residential electricity.
1917 • Milwaukie Police Department is formed as a municipal department.
1924 • Edith Hazen is the first woman elected to the City Council.
1938 • The population reaches 1,800 and the current City Hall is occupied by all municipal departments.
1962 • City Council officially adopts the Dogwood as the city flower & “Dogwood City of the West.”
1994 • City’s Public Safety Building, housing police and fire is dedicated.
2000 • Milwaukie population reaches 20,455
2020 • A new City Hall is purchased blocks from the existing City Hall.
Initially, Milwaukie rivaled Willamette River neighbors Oregon City and Portland in trade and commerce as Whitcomb built saw and grist mills anticipating that Milwaukie Bay would become an export hub for materials like lumber and flour for the gold fields of California. Whitcomb’s economic seeds bore fruit rapidly: in 1850, three years after being settled, a post office was established, with Whitcomb as the first postmaster; on November 21, 1850, the first issue of the Western Star newspaper was published; two months later Whitcomb’s side-wheel steamship, the Lot Whitcomb, was launched on the banks of the Willamette; and three months later, in April 1851, the community was designated a “Port of Delivery” by Congress. In 1903 Milwaukie was incorporated as a municipal corporation partially in an effort to thwart the hazards related to the storage of explosives along the railroad and to improve the dirt streets. The original petition, submitted in 1901, set the legislative wheels turning and on February 4, 1903, the Oregon State Legislature approved the city’s Articles of Incorporation. In 1944, Milwaukie voters adopted the Council-Manager form of government, which remains in effect to this day. Among its early successes the Milwaukie city government was one of the first in the area to establish a sewage disposal system. By 1950, a century after being settled in the name of commerce by Lot Whitcomb, Milwaukie was a city of little more than 5,000 people. But as a community on the edge of the region’s urban center, the boom years of the mid-twentieth century resulted in rapid growth and development that quadrupled the city’s population to 20,000 by the year 2000. With the return of commuter light rail in 2015, Milwaukie is poised to continue its historic trend of growth based on easy access to transportation while preserving its reputation as a great place to live, work, and play. In 2019, Ledding Library completed construction increasing its square footage that includes a new teen room, conference room, study rooms and a community room. Additionally, downtown saw its first redevelopment of a five-story building that features 110 units and mixed-use commercial space on the ground floor. Negotiations are currently underway for the second project known as Coho Point at Kellogg Creek (Coho Point).
8 ADOPTED BUDGET BIENNIUM 2021–2022 CITY OVERVIEW
MILWAUKIE GOVERNMENT TODAY CITY DEMOGRAPHICS The City of Milwaukie has a Council-Manager form of govern- STATISTIC DATA ment. The five elected members of the City Council serve as representatives of the City’s population while concentrating on Population 20,528 1 policy issues that are responsive to the community’s needs. All 2 powers of the City of Milwaukie, a municipal corporation, are Females 50.4% vested in the Council except as otherwise specifically provided Males 49.6% 2 in the Milwaukie Municipal Code (MMC) and Charter. The Mayor 2 and City Councilors are elected at-large and serve staggered Veterans 1,356 four-year terms. The Mayor presides at all official and informal Veterans, percent of population 7% 2 meetings of the Council. The city manager is hired to serve 2 and advise the Council and the community in carrying out the Households 9,101 Council’s policies. Persons per Household 2.27 2
The Milwaukie City Council meets the first, second and third Owner Occupied Housing Unit Rate 60.10% 2 Tuesday of every month at city hall. Council meetings are televised live within city limits on Comcast cable channel 30 Median Value of Owner-Occupied Housing Unit $291,300 2 and are replayed at various times during the week. They are High School Graduate or Higher 94.5% 2 also available online at www.milwaukieoregon.gov/meetings. Bachelor’s Degree or Higher 34.8% 2
COUNCIL-MANAGER FORM OF GOVERNMENT Median Household Income $63,421 2
Persons in Poverty, percent 10.8% 2 MILWAUKIE VOTERS Land Area in Square Miles 4.82 2
ELECT THE 2 Population per Square Mile 4,206 3 MAYOR & CITY COUNCIL Bond Rating Aa2 City Maintained Roads 159 Lane Miles 4 APPOINTS THE Building Permits Issued 261 4 CITY MANAGER Sewer Miles 79 4
HIRES THE Water Lines Maintained 100 4
Number of Traffic Citations 4,288 4 DIRECTORS OF CITY DEPARTMENTS Avg. Library Circulation/Capita 12.39 4 CARRY OUT POLICY Unemployment Rate - Clackamas County 3.60% 5
CITY SERVICES City Employees 150.46 6 The city’s administration is committed to professionalism, City Property Tax Rate $4.1367/$1,000 TAV 6 efficiency, and customer service. The city operates its own City Bonded Debt Tax Rate $0.4108/$1,000 TAV 6 police department, municipal court, water, wastewater, and stormwater utilities; and provides street operations, planning, Total Property Tax Rate $21.5814/$1,000 TAV 6 building inspections, engineering, community development City Share of Total 21% 6 and library services.
Clackamas Fire District #1 provides fire and emergency services Source: 1 Portland State University Population Reports and the North Clackamas Parks and Recreation District (NCPRD) 2 United States Census Bureau maintains the city’s parks and provides recreational services. 3 Moody’s Milwaukie is located in Clackamas County, which is headed by 4 City of Milwaukie Departments five commissioners based in Oregon City. Milwaukie is located 5 State of Oregon Employment Department within the jurisdiction of Metro, the tri-county urban services 6 Clackamas County Taxing District Rates district based in Portland, and the Tri-County Transportation District of Oregon (TriMet).
CITY OF MILWAUKIE 9 City Facts & Trivia online resource - https://www.milwaukieoregon.gov/cityrecorder/city-facts- trivia
The Pacific Dogwood (Cornus nuttallii(link is external)), the inspiration for Milwaukie's nickname, is native to western North America, growing from British Columbia to California and inland to Idaho. In 1962, when the Dogwood was officially adopted by the City, it was reported that Milwaukie was home to the oldest and largest Dogwood tree in the world.
CITY FACTS
Founded Settled in 1847 Platted in 1849
Incorporated May 21, 1903 By Proclamation May 21st is known as "Dogwood Day". Beginning in 1985 the day has been marked by a Proclamation read by the Mayor. Click HERE to view past Dogwood Day Proclamations.
Form of Government Council - Manager, adopted in 1944
Named By founder Lot Whitcomb after Milwaukee, Wisconsin
Location 6.8 miles south of downtown Portland on the Willamette River in the northwest corner of Clackamas County, Oregon
Area 4.85 square miles
Elevation 43 feet
Population 20,830 (2015)
Parks 18 maintained by North Clackamas Parks and Recreation
Schools 1 high school, 1 middle school, 4 elementary schools in the North Clackamas School District
Transportation TriMet
CITY
SYMBOLS
City "The official flower of the City of Milwaukie shall be the Dogwood blossom Flower (Cornus nuttalli, Cornus flrorida, Cornus florida rubra)" - Council Resolution 25-1962 The original "Official Dogwood" tree (see photo above) which stood at 65 feet tall with a girth of 7 feet, was badly damaged by the Columbus Day storm of 1962 and was cut down. Including the original tree, which was located on Harrison Street near 32nd Avenue at the home of former Mayor Shindler, there have been five "Official Dogwood" trees located on private property throughout the City. As of the 1990's only one remained standing.
City "The official pseudonym (nickname) of the City of Milwaukie shall be The Nickname Dogwood City of The West." - Council Resolution 25-1962
City Logo In June 1903 Council unanimously agreed to have an official town seal created. The original seal featured simple text stating "Town of Milwaukie Oregon" with two stars around the outer circle and the words "Incorporated May 21, 1903" with an embellishment in the center. In the following decades the "City" replaced the word "Town" while the seal remained the same. In June 1962, acting on a recommendation from the Milwaukie Junior Chamber of Commerce, the Council adopted Resolution 25- 1962 officially making the Dogwood blossom the City flower and "The Dogwood City of the West" the City nickname. Since then different versions of the Dogwood blossom have appeared on City stationary, uniforms, and vehicles. During the 1960's and 1970's two variations of the Dogwood blossom were featured, the earlier version was a green drawing of two blossoms and the later a blocked single Dogwood blossom. By the late 1980's the black-and-white blocked single Dogwood blossom image was flipped and incorporated into a seal format. In 1995 the logo was modernized to feature three Dogwood blossoms in rectangles in a horizontal row reflecting the City's street grid. Along with this logo, teal became the City's official color. In 2008 the City introduced a circular seal logo featuring a single updated rendering of the Dogwood blossom, and adopted brown and green as official colors. Along with a website refresh in 2017, the City adopted a cleaner version of the circular Dogwood logo. A new font was put in place along with navy blue as the City's primary branding color.
1.15.1.
Dogwood Day
Dogwood Day online resource: https://www.milwaukieoregon.gov/cityrecorder/dogwood-day
About Dogwood Day When the Milwaukie City Council officially adopted the nickname The Dogwood City of the West in 1962, the community had been home to the world’s largest Pacific dogwood tree for many years. That famous tree, both the oldest and largest, stood near the corner of 32nd Avenue and Harrison Street; across from where the city’s Public Safety Building stands today. Unfortunately, the tree was damaged during the infamous Columbus Day storm of 1962 and within ten years had to be removed due to disease. Although no longer home to the world’s largest, Milwaukie is filled with gorgeous dogwood trees and proudly remains The Dogwood City of the West. On May 21, 1985, the City Council Proclaimed May 21 as Dogwood Day and called on all residents to join in making this a day to demonstrate pride in our community.
Celebrate! This year, we are holding our 3rd annual Instagram photo contest. We encourage everyone to participate by snapping a photo of a dogwood tree in your neighborhood! Be sure to follow the city's Instagram and check out #milwaukiedogwood social media posts starting April 20 for more information. Below is an informational packet about the dogwood and Milwaukie’s history. You will find print-ready fact sheets and coloring pages, copies of the original council resolution adopting the nickname, and more. Be sure to also check out the links below for more Milwaukie history! We thank our partners at the Milwaukie Historical Society and the Susannah Lee Barlow Chapter of the Daughters of the American Revolution for their help on Dogwood Day activities and information.
City of Milwaukie Archives: https://www.milwaukieoregon.gov/cityrecorder/archives Milwaukie Historical Society and Museum: http://milwaukiemuseum.com/