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
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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.
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July 15, 2013
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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,
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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
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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