HomeMy WebLinkAboutItem 01 Spring Clean-up Discussion AGENDA ITEM SUMMARY Meeting Date: 7/1/2013
Meeting Type: Work Session
Staff Contact/Dept.: Brian Conlon, DPW
Staff Phone No: 541-726-3617
Estimated Time: 30 minutes
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Promote and Enhance
our Hometown Feel
while Focusing on
Livability and
Environmental Quality
ITEM TITLE: SPRING CLEAN-UP DISCUSSION
ACTION
REQUESTED:
Staff provides the Council with a few options to help inform a discussion about the
prospect of a second city-wide clean-up or new customer service outreach; staff
recommends that the Council discuss options and direct staff how to proceed.
ISSUE
STATEMENT:
At the February City Council Goal Setting Session the Council requested staff to
investigate the possibility of expanding the annual Citywide Spring Clean-up to
include a second event that will continue to foster customer service and community
pride.
ATTACHMENTS: 1. Council Briefing Memorandum
2. Team Springfield Promise Neighborhood Project Ideas List
DISCUSSION/
FINANCIAL
IMPACT:
The City’s annual Spring Clean-up continues to be a very popular program that
provides City staff and volunteers a unique opportunity to connect with citizens on
a more personal level. The Mayor and Council asked staff to explore adding a
second annual clean-up or a new program initiative that will provide the same
positive interaction with our customers and value to the community.
Staff evaluated the following options:
1. Hold the Clean-up twice a year by adding it in the late Fall or early Winter
In assessing providing a twice annual clean-up, we unfortunately discovered that
our invested partners Sanipac, Lane County Solid Waste, NextStep, St.Vincent de
Paul, Schnitzer Steel, and Habitat for Humanity are not able to absorb the
significant operating costs associated with a second event. Staff estimates a project
budget of $40K-50K would be needed to essentially duplicate the current Clean-up.
2. Engage the Team Springfield partners in collaborating on some project
prospects in the Springfield “Promise Neighborhood” catchment
A possible two-for-one approach is to attract youth volunteers by incorporating the
Youth Day Of Caring annual event and the Promise Neighborhood project(s). Some
initial project ideas include: a focused clean-up in the Springfield catchment area;
general neighborhood beautification; improve pedestrian way finding; and safe
route to schools enhancement. Initial project(s) estimate $10K-$20K.
3. Coordinate a citywide volunteer effort to do graffiti abatement in public right-
of-way and on private properties
A citywide graffiti removal project would enhance city beautification and promote
safer neighborhood environments. Initial project estimate $5K- $10K.
4. Provide a pick-up service for the elderly and disabled citizens allowing them an
outlet to dispose or recycle their large unwanted items.
Elderly and disabled citizens often do not possess the ability to dispose of large
unwanted belongings. This can be an issue of their inability to transport and or pay
for the steeper cost of disposing of their larger items. Initial project estimate $5K-
$15K.
Attachment 1
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1
M E M O R A N D U M City of Springfield
Date: July 1, 2013
COUNCIL
BRIEFING
MEMORANDUM
To: Gino Grimaldi, City Manager
From: Brian Conlon, Operations Division Manager
Greg Ferschweiler, Operations Supervisor
Len Goodwin, DPW Director
Subject: Spring Clean-Up Discussion
ISSUE:
At the February City Council Goal Setting Session the Council requested staff to investigate the
possibility of expanding the annual Citywide Spring Clean-up to include a second event that
will continue to foster customer service and community pride. In more recent informal
conversations with the Council, a consistent theme that came through is the over arching
objective to do an additional event that achieves the same positive interaction with our
customers. Staff now provides the Council with a few options to help inform a discussion about
the prospect of a second citywide clean-up or new customer service outreach.
COUNCIL GOALS/
MANDATE:
Preserve Hometown Feel, Livability, and Environmental Quality
BACKGROUND:
The City’s annual Citywide Spring Clean-up continues to be a very popular program that
provides City staff and volunteers a unique opportunity to connect with citizens on a more
personal level. The Mayor and Council have long supported this 25-year program that provides
Springfield residents a recycling alternative to disposing of their unwanted items such as
appliances, computers, electronics, metals, scrap lumber, tires, yard debris, etc. The Council
recognizes the many benefits of providing this useful service and desires to explore adding a
second annual clean-up or a new program initiative that will provide value to the community.
DISCUSSION:
In developing some options we first evaluated holding the Clean-up twice a year potentially
adding it in the late Fall or early Winter. Unfortunately, we discovered that our key partners in
Sanipac and Lane County Solid Waste are not able to absorb the significant operating costs they
incur. The same is true for partners such as NextStep, St.Vincent de Paul, Schnitzer Steel, and
Habitat for Humanity that also incur labor and equipment rental costs. Consequently, although
this option is feasible we estimate a project budget of $40K-50K to essentially duplicate the
Spring Clean-up which is primarily funded by the Transient Room Tax. It is probable that we
will need to seek other funding sources to support an additional cleanup.
A second option that appears to hold good potential is to further engage the Team Springfield
partners in the “Promise Neighborhood” initiative lead by United Way of Lane County.
Individual projects or a combination of projects could be focused around the Springfield Twin
Rivers Dos Rios and Brattain Elementary catchment area. Some initial Promise Neighborhood
Attachment 1
Page 2 of 3
project ideas include: a second clean-up focused in the Springfield Promise Neighborhood
catchment area; general neighborhood beautification; improve pedestrian way finding at
crosswalks and street signs; and safe route to schools enhancement. Another possible two-for-
one approach is to attract youth volunteers by incorporating the Youth Day Of Caring annual
event and the Promise Neighborhood project(s). These projects could potentially be one-day
events done during normal weekday business hours which would help to minimize staff
overtime costs for DPW Operations’ Division staff.
Other projects to consider are city-wide graffiti removal in public right-of-way and/or private
properties, and large item pick-up for the elderly and disabled.
Potential Projects Evaluation
As mentioned previously the Spring Clean-up is popular with our citizens and effective toward
the objectives of improving customer service and reducing unsightly debris from private
property and public right-of-way. Because several of our partners that are vital to the event have
indicated that they can’t either financially or logistically contribute to a twice annual event, the
City will likely need to cover the entire cost estimated at $40K-$50K – funding source not
identified. Pros/Challenges:
Pros: Clean-up is well established and has a history of success; citizens are familiar with
the event, therefore very little additional planning will be required; quick to organize
and market; offers additional outlet for folks to dispose of unwanted items.
Challenges: Operating costs are potentially cost prohibitive; some partner agencies may
not participate; may experience difficulty recruiting volunteers and staff.
A focused project initiative in the Springfield Promised Neighborhood presents a broad
spectrum of opportunities. The Team Springfield partners have recently discussed initial project
ideas that could target the Springfield Promise Neighborhood (see attachment 2 – Team
Springfield Promise Neighborhood Project Ideas summary). Individual projects or a
combination of projects could be targeted in the Springfield Twin Rivers Dos Rios and Brattain
Elementary catchment area. Project ideas include doing a general neighborhood beautification
where the entire community comes together for a second clean-up; improve pedestrian way
finding at crosswalks and street signs; safe route to schools enhancement; graffiti removal, etc.
One prospect would be to integrate the annual Youth Day of Caring projects where Springfield
School District, City staff, and volunteers get together once annually to perform a variety of
community clean-up/beautification projects. Initial project(s) estimate $10K-$20K – funding
source not identified (project costs could potentially be shared by Team Springfield partners).
Pros: Supporting the Promise Neighborhood initiatives aligns with Council Goals for
improving customer service and diversity and inclusion goals; projects could be
coordinated with various service groups and community volunteers; attractive in
working with youth volunteers similar to Youth Day of Caring; could be targeted in the
Springfield Twin Rivers Dos Rios and Brattain Elementary catchment area; projects
could be accomplished during regular work hours minimizing staff overtime; may
solidify Team Springfield partnering.
Challenges: Additional operating costs are currently not budgeted; coordinating projects
and recruiting volunteers/service groups; risk management and legal waivers for work
performed on public or private property may be needed; some citizens may view this
initiative as not benefitting the broader community.
Attachment 1
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Graffiti Vandalism Removal
Graffiti, sometimes referred to as “tagging”, is a form of vandalism or defacement of public or
private property. It is the most common type of property vandalism and virtually exists in all
neighborhoods of the City. Graffiti is not simply a maintenance problem on public property but
private property as well. A citywide graffiti removal project would enhance city beautification
and promote safer neighborhood environments. Initial project estimate $5K- $10K – funding
source not identified.
Pros: Engaging the community in a project of this type increases community awareness
towards this problem and promotes City pride; deterrent for on-going graffiti/vandalism;
improves the general appearance of public and private properties; could be
accomplished during regular work hours; engages community participation; solidify
Team Springfield partnering.
Challenges: Risk management and legal waivers for work performed on public or
private property may be needed; general coordination of graffiti locations and work
party mobilizations; additional operating costs are currently not budgeted; staff time to
coordinate and market projects.
Large item pick-up for the elderly and disabled
Elderly and disabled citizens often do not possess the ability to dispose of large unwanted
belongings. This can be an issue of their inability to transport and or pay for the steeper cost of
disposing of their larger items. One element of the Spring Clean-up that is not advertised is
pickup of large appliances for the elderly and/or disabled. City staff currently picks up
appliances during Spring Clean-up when arranged by request. Initial project estimate $5K-
$15K – funding source not identified.
Pros: Social value in providing service to the elderly and disabled population; could be
accomplished during regular work hours; serves Springfield citywide; volunteers could
assist staff; improves the general appearance of public and private properties; solidify
Team Springfield partnering.
Challenges: Perception that project does not serve all populations; additional operating
costs (such as tipping fees) are currently not budgeted or difficult to estimate; requires
heavy lifting or equipment; risk management and legal waivers for work performed on
public or private property may be needed; defining parameters and criteria for citizens
receiving the service.
RECOMMENDED
ACTION:
Staff recommends that the Council discuss potential project options and
direct staff how to proceed.
Page 1 of 2
TEAM Springfield & Promise Neighborhood
Opportunities (Generated by the City of Springfield)
TEAM Springfield Partnership Opportunities in the Promise Neighborhood…
TEAM Springfield leaders and partners are sensitive to the need for engagement and partnership with residents in the Promise
Neighborhood. How TEAM Springfield and United Way engage with residents to partner on TEAM Springfield project ideas is
vital. Creating open dialogue and exchange of ideas will be a necessary first step in the vetting and possible implementation of
many listed projects. As part of the project identification, TEAM Springfield will provide an opportunity for the neighborhood to
establish a vision, weigh in on initial project ideas while also proposing others and, ultimately, bring that vision to reality.
City staff met with United Way of Lane County to discuss ways TEAM Springfield might get involved in the Springfield Promise
Neighborhood. The topics discussed and summarized below, as well as projects, are initial ideas to generate further conversation
with TEAM Springfield partners and neighborhood residents. These ideas align with issues and concerns raised by community
members within the neighborhood.
Policy Support and Research
Grant and funding relationship leverage. Work to advocate and provide input and support on UW Promise Neighborhood
grant submittals.
Next Step for Implementation: This work is already occurring informally but might be integrated into organizational goal
language for acknowledgement and monitoring. United Way and TEAM Springfield staff should meet to discuss areas of
funding need and grant partnering opportunities. Each organization might assign a staff liaison as a point of contact for
United Way grant author questions, feedback, or advocacy needs. This initial step may not require extensive community
outreach. TEAM Springfield staff should examine opportunities to seek grants for neighborhood projects. The City might
leverage its relationship with Smith, Dawson & Andrews to provide assistance in identifying and applying for grant funds.
Compile/code parcel or block level data. Utilize existing data (LLC, RLID) and include review of Leonard 2011 Systemic
Neighborhood Observations case study.
Next Step for Implementation: Initiate a meeting between GIS specialists working within each TEAM Springfield organization
and United Way to discuss data available and gaps in information. This initial step may not require extensive community
outreach.
Assess crime data specific to the area. Look for built environment improvements where needed, such as lighting
Next Step for Implementation: Initiate a meeting with City (PD, DPW) and SUB staff to discuss best practices and outline a
process for identifying areas for infrastructure improvements.
Mobility research. Work to understand why and where families move.
Next Step for Implementation: This work would likely include extensive outreach to families within the Promise
Neighborhood. First steps might include identification of desired outcomes and planning for outreach functions/activities.
Beautification and Program Opportunities
Next Step for Implementation: The project opportunities listed below would all benefit from extensive community conversations
to understand the desire or importance residents might place on the activities. Providing residents with ideas, and an
opportunity to suggest others, would be a positive first step in generating partnership and communication with residents around
potential TEAM Springfield projects. A necessary first step might be the planning of initial community meetings and outreach to
establish a sense of priority and need around the listed projects.
Neighborhood Association development or Neighborhood Watch Partnership.
Civic programming to connect promise neighborhood residents to city hall and other TEAM Springfield partners.
SafetyTown in the neighborhood (possibly in Spanish).
Second cleanup focused on the neighborhood where the entire community comes together to volunteer.
General neighborhood beautification including landscaping utilizing volunteers.
Safe Routes to Schools enhancements like improved crosswalks and signage.
Wayfinding ped/bike signage installations including bi lingual signage.
Graffiti Abatement with the opportunity for the neighborhood to be a pilot area for a graffiti ordinance.
Public Art and Murals with TEAM Springfield partners as well as area art organizations like the Springfield Arts Commission
and A3 students.
Attachment 2
Page 2 of 2
TEAM Springfield & Promise Neighborhood
Background & United Way of Lane County Efforts
What is a Promise Neighborhood…
There is a national “Promise Neighborhoods” movement to develop a continuum of “cradle through college and career” solutions
to improve educational and developmental outcomes of children
living in the nation’s most distressed neighborhoods. Based on
Geoffrey Canada’s ground‐breaking Harlem Children’s Zone
(www.hcz.org), Promise Neighborhoods may, in fact, be the key to
improving outcomes for children in school and life. United Way of
Lane County has identified one of these Promise Neighborhoods as
the Brattain Neighborhood in Springfield. In this neighborhood,
approximately 82% of children entering kindergarten do not meet the
early literacy benchmark, as compared to 56% across Lane County. As
part of United Way of Lane County’s ten year goal to improve school
readiness across the community, this neighborhood is one of two
selected to pilot innovative programs, support existing effective
services and align efforts across systems. If United Way and area
partners can have an impact in these neighborhoods, they hope to
see movement in the county school readiness statistics while also
identifying effective programs and efforts to scale to other
neighborhoods and across Lane County. Successfully achieving this
mission requires the support of a broad range of community partners:
education, business, social service, health, government, faith and
many more.
Programs and Community Outreach in the Springfield Promise
Neighborhood…
Each spring, volunteers from around the community go door‐to‐door
in the Promise Neighborhood to let neighbors know about enrollment into the Kids in Transition to School (KITS) program as
well as other summer activities, services and programs for families. Schools are an important Promise Neighborhoods partner;
they provide early literacy and social/emotional data on a regular basis, methods for communicating with parents and families,
and partner on specific projects and grant endeavors. In addition, United Way of Lane County administers Parent Surveys to
assess norms, attitudes, and needs within the Promise Neighborhoods and across Lane County. Currently United Way makes
strategic program investments in the Promise Neighborhoods and manages volunteer projects that align with its school readiness
goals. Strategic investments include the Community Child Care Networks (Family Connections of Lane and Douglas Counties),
parenting education and support (Parenting Now!), Cheery Chickadees preschool program (Willamalane and Early Childhood
CARES), and Pilas! Family Literacy Program (Downtown Languages). The Summer Reading Spots at Willamalane Park Swim
Center, Meadow Park and Guy Lee Elementary offer volunteer opportunities to support literacy.
In 2012, United Way of Lane County was one of eleven local United Ways in the nation to be selected as a “Mobilization” site,
receiving technical assistance from United Way Worldwide and their team of consultants in the area of community engagement
and mobilization. As part of this work, United Way of Lane County has conducted dozens of Community Conversations in the
Promise Neighborhoods and across the entire county to assess what community members hope for their neighborhoods, what
their priorities are, and where United Way and partners may be able to provide support for pursuing community goals.
Figure 1. Springfield Promise Neighborhood Boundary
Attachment 2