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HomeMy WebLinkAbout07/15/2013 Team SpringfieldM &A". MINUTES TEAM Springfield Joint Elected Officials Meeting July 15, 2013 The TEAM Springfield Joint Elected Officials met on Wednesday, July 15, 2013, at 6:00 pm, at Hamlin Middle School Library, 326 Centennial Boulevard, Springfield, Oregon. Members present included: City of Springfield: Mayor Christine Lundberg, Bob Brew, Gino Grimaldi, Niel Laudati, Sheri Moore, Dave Ralston, Jeff Towery, Marilee Woodrow, Hillary Wylie, Sean Van Gordon; Springfield Public Schools: Laurie Adams, Devon Ashbridge, Al King, Karen Lewis, Jonathan Light, Hertica Martin; Springfield Utility Board: Ken Boyst, Meredith Clark, Tom Draggoo, Bob Keefer, Virginia Lauritsen, Jeff Nelson; and Willamalane Park & Recreation District: Anne Ballew, Denise Bean, Greg James, Gary Ross, and Bob Keefer. CALL TO ORDER Springfield Public Schools Board Chair Jonathan Light convened the meeting at 6:05 pm. He introduced Springfield Public Schools Superintendent Dr. Hertica Martin, who was welcomed enthusiastically by the group. Those present introduced themselves. 1. Tour of Hamlin Middle School by SPS Staff Ms. Ashbridge led TEAM Springfield on a tour of Hamlin Middle School. 2. Dinner 3. Mid -Year Updates • TEAM Springfield FY 2014 Budget —Mr. Keefer directed members to a document entitled TEAM Springfield FY 2014 Budget included in the agenda packet for the meeting, and facilitated a review of the budget. He noted $63,500 of the $80,000 budget had been allocated, leaving $16,500 for other projects and opportunities that would be discussed later in the meeting. A Partnership Between the City of Springfield, Springfield Public Schools, Willamalane, and Springfield Utility Board TEAM Springfield CAO Meeting Minutes July 15, 2013 Page 2 PrODOSal for FY 14 • Bike Patrols $29,000 • Gift of Literacy $ 5,000 • Cultural Festivals and Events $ 4,500 • Media/Advertising /Outreach: $15,000 • NEDCO Business Assistance Team $10,000 $63,500 o Opportunity Fund Balance $16,500 In response to a question from Mr. Nelson, Mr. Laudati explained the City of Springfield had a great opportunity to partner with a group from Track Town that wanted to place banners in the Gateway hotel area. Forty-seven banner sites were identified. The City paid a small portion of the cost of the banners and their installation, and Track Town paid the balance. The banners were now the property of the City for use by Springfield organizations. He noted the hotels in the Gateway area represented the largest collection of hotels between Portland, Oregon and San Francisco, California. Signage letting people know they were in Springfield would soon be installed. Observing no objections, Mr. Keefer deemed the TEAM Springfield FY 2014 Budget approved by consensus. • Website Redesign Mr. Laudati offered a PowerPoint presentation on the TEAM Springfield website redesign. He noted the website redesign had previously been referred to as branding. Ms. Ashbridge explained the purpose of the website was to create a one -stop shop for people who wanted to know more about Springfield. Creation of a more dynamic website would allow the public to more easily access all of the information for TEAM Springfield agencies. A new website would be designed for TEAM Springfield that would easily link to members' websites, and each agency would be responsible for managing their individual websites. The website would provide a great splash page and opportunity for the community to brag about community, and potentially integrate a calendar for major community events. She reviewed the timeline, noting the SpringfieldOregon.com URL could be acquired within two weeks after approval by TEAM Springfield. The redesign would be completed by December 31, 2013, content would be completed early in 2014, and the rollout would take place by mid -2014. Mrs. Clark stated printed materials about the website would be developed for distribution to all Springfield residents and could be distributed with monthly SUB bill statements and regular newsletters. Ms. Ashbridge added the timeline for development of the printed materials would be in parallel with the website redesign, and rollout would be complimentary to the website TEAM Springfield CAO Meeting Minutes July 15, 2013 Page 3 rollout. She added links to other community organizations, such as the Chamber of Commerce and the two hospitals, could be considered by TEAM Springfield. Mr. Laudati asserted a benefit of TEAM Springfield purchasing the URL would be to assure another party did not acquire it and direct people to websites other than TEAM Springfield members' websites. Mr. James stated this was a very logical TEAM Springfield project. Having one site that would direct people to any TEAM Springfield member organization was a great concept. He encouraged member organizations to have a link to the TEAM Springfield website on their individual websites. Mr. Ashbridge reviewed the proposed budget: o Purchase URL $4,000 o Website design $3,500 o Printed material design $ 500 o Printing $3,500 $11,500 Responding to Ms. Moore, Mr. Keefer said the cost for the URL was included in the media outreach line item in the FY 2014 budget and the balance would need to come from the Opportunity Fund in the FY 2014 budget. Ms. Bean asked if staff was convinced the URL needed to be purchased. Mr. Laudati said the discussion initially arose during the branding discussions, and staff thought people were not reaching websites that properly represented Springfield when they searched the internet. Ms. Adams supported allocating up to $6,000 for the URL. Ms. Ashbridge added the staff team would guide the redesign of the website that would be developed by an outside party. The staff oversight of the project was not part of the budget for the project. Mr. Van Gordon was concerned that a year to develop the website was too long. Ms. Ashbridge said staff would work to balance quality and speed in development of the website with the third parry vendor. Motion: Mr. Ralston, seconded by Ms. Adams, moved that TEAM Springfield go forward with the proposed budget for the purchase of the URL and website redesign. TEAM Springfield CAO Meeting Minutes July 15, 2013 Page 4 Mr. Brew expressed concern about scope creep. He would vote in favor of the motion, but would feel better if there were boundaries around the project scope. He said it was important to create boundaries related to how other organizations could link to the TEAM Springfield website, noting charging for those links should be considered. In response to Mr. Light, Mr. Ralston proposed that the project start with TEAM Springfield, and expansion be considered in the future, when members were comfortable with the website. Ms. Lundberg thought $4,000 was inexpensive for a website and would provide a link to members' websites. She referred to the Travel Lane County website and noted that it could cost as much as $100,000 to completely rebuild and expand a website. Mr. Laudati said $4,000 would provide a nice looking wcbsite. Ms. Clark added the site would be functional. Mr. Light noted the staff proposal and $4,000 budget was intended to pay for the basic, simple website. In response to Mr. Nelson, Mr. Ralston said his motion covered the cost of everything included in the proposed budget. Responding to Ms. Moore, Mr. Laudati said maintenance of the wcbsite would be done internally, and each agency would maintain their websites. The motion carried unanimously. Promise Neighborhood —Mr. Towery provided the staff report and directed members to the document entitled TEAMSpring/ield & Promise Neighborhood Opportunities included in the agenda packet. The document was the result of a series of conversations with TEAM Springfield staff and United Way of Lane County. It had been presented to the TEAM Springfield CEOs and CAOs. The review by the CEOs and CAOs was the next step of the process for a neighborhood event at Two Rivers –Dos Rios Elementary School in mid - October. The purpose of the event would be to engage community members, to introduce TEAM Springfield to the neighborhood, and to provide the neighbors an opportunity to express their wants, needs, and ideas about how TEAM Springfield could effectively engage with them in the neighborhood. The event would also provide an opportunity for TEAM Springfield to offer ideas of how it could be helpful to the neighborhood. It would be an evening event that would provide food, activities, translation services, and perhaps some entertainment to encourage people to be there. Other service providers may be invited to participate. Ms. Lundberg expressed concern that the Promise Neighborhoods program was an established United Way program, primarily around children. She said from the TEAM Springfield perspective, it was important for the neighborhood to take a look at what it might participate in other areas, such as neighborhood cleanup, energy audits, Project Share, TEAM Springfield CAO Meeting Minutes July 15, 2013 Page 5 or graffiti cleanup, to provide the neighborhood a sense of accomplishment and enable them to become a self - sufficient neighborhood. Mr. Towery concurred that this did not have to be labeled a Promise Neighborhood effort and it was important to be sensitive to the United Way efforts. It would be important to include United Way in the event because it would provide them another opportunity to engage with the neighbors. Multicultural Outreach —Ms. Lundberg distributed a handout entitled El Grito Event — Sunday, September 15, 2013. Ms. Lundberg explained discussions with the Latino community had evolved into a multicultural approach to an event that would engage all of the cultures in the community. El Grito would be held at City Hall, on September 15, to commemorate Mexican Independence Day on September 16. The event would feature food and music, and various booths. The Mexican Consulate from Portland would be invited to attend. She added Mr. King was organizing an invitational soccer tournament for 2015 that would feature an international team and regional teams. She needed to know that TEAM Springfield would support this effort. Travel Lane County and its sports commission had expressed an interest in helping to facilitate meetings of a steering committee, and sponsors had been identified. Mr. King stated a Latino working group was already involved with the project. He anticipated about 24 adult teams would participate in the tournament. Ms. Ballew noted this was an ambitious project and inquired how much money it would cost to stage the event. Ms. Lundberg said much of the cost was related to uniforms, which she hoped would be sponsored. She said if TEAM Springfield supported the project today, a steering committee would be established and charged with preparing a budget for the project by September 2013. Mr. James expressed appreciation to Ms. Lundberg for her work on El Grito and the soccer tournament. He was confident the interest would build in the community. Mr. Light noted consensus to support El Grito in September 2013, and to support moving forward with the soccer tournament. Mill Race Trail Water Project —Mr. Keefer said the Mill Race path would be the final piece of a very important loop trail system, envisioned by the community in 2000. The middle fork path would be completed in October 2013, and a re -grand opening would be held this fall. He said all the TEAM Springfield partners would be involved in finishing the loop trail system, working through the Mill Pond area, working with SUB on water line placement, working with Springfield Public Schools on routing around Agnes Stewart Middle School, and working with private people and SUB to connect into the Middle Fork path. He explained construction would begin in the summer of 2014. Most TEAM Springfield CAO Meeting Minutes July 15, 2013 Page 6 of the land for the Mill Race path was on public land, and right -of -way was readily available. He stated Willamalane Park and Recreation District worked with the staffs of the School Board, SUB, and the City of Springfield. He directed members to the following documents, which provided information about the project: • Vicinity Map— Middle Fork Willamette River Path, May 2013. • Aerial photograph —Mill Race Path Conceptual Alignment. Mr. Keefer said he would work with each of the agencies and their staff in the future. Mr. Light thanked those in attendance and said it was wonderful to be a part of TEAM Springfield. ADJOURNMENT With no other business, Mr. Light adjourned the meeting at 8:07 pm. Schedule Information: • August 21, 2013, 3:00 -4:30 p.m., CAOs — Host: Springfield Utility Board Contact: Cindy Flaherty, cindyfRsubutil.com • September 18, 2013, 3:00 -4:30 p.m., CAOs — Host: Willamalane Contact: Rita Grimes, ritag(a),willamalane.org Z �1 Christine L. Lundberg Mayor Attest: fil(TI.t` Amy Sow City Recorder