HomeMy WebLinkAbout01/24/2004 Team Springfield
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Minutes of the Joint Elected Officials Meeting
January 24, 2004
Springfield Utility Board Boardroom
The TEAM Springfield group met on Saturday, January 24,2004, at 8:14 a.m., in the Springfield Utility
Board boardroom at 223 A Street, Suite F, Springfield, Oregon.
ATTENDANCE
City of Springfield: Councilors: John Woodrow, David Ralston, Tim Malloy, Tammy Fitch, and
Christine Lundberg; Mayor Sid Leiken; City Manager Mike Kelly and various members of the staff.
Springfield School District: Board: Laurie Adams, Al King, Garry Weber, and Jonathan Light;
Superintendent Nancy Golden and various members of the staff.
Springfield Utility Board: Board: Bobbie Adams, Ted Johnson, and George Litzenberger; Director of
Resource Management Bob Schmitt and various members of the staff.
Willamalane Park and Recreation District: Board: Jim Mayo and Helen Wagner; Superintendent Bob
Keefer and various members of the staff.
Facilitator: Mayor Sid Leiken, City of Springfield.
INTRODUCTIONS AND WELCOME
City Council President Tammy Fitch called the meeting to order. Mayor Sid Leiken welcomed all
present to the seventh TEAM Springfield goal-setting session and facilitated self-introductions. All
attendees introduced themselves. The Agency chairs made brief statements expressing their
appreciation and pride in the TEAM Springfield concept. Mayor Leiken read from the plaque presented
to TEAM Springfield by the Thurston Memorial group, expressing their appreciation for the donation
toward the memorial recently completed at Thurston High School.
FY'04 GOALS PROGRESS REPORT
Willamalane Superintendent Bob Keefer presented a general overview of progress to date on the five-
year goals and one-year targets (see Agenda Attachment A). Captain Rich Harrison of the Springfield
Police Department reported on the Bicycle Patrol (see Agenda Attachment A). Ed Bergeron updated the
TEAM members on the 2003 legislative session (see Agenda Attachment B).
A Partnership Between the City of Springfield, Springfield Public Schools, Willamalane, and
the Springfield Utility Board
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TEAM Springfield Minutes
Joint Elected Officials' Meeting
January 24, 2004
Page 2
COMMUNITY INTEREST PROJECTS UPDATE
Downtown Improvements
Don Lutes updated the TEAM members on the work of the Downtown Springfield Association. He said
the small group of downtown property owners is interested in improving Springfield's downtown and
has based its goals on the Downtown Commission Report which was adopted by the City Council in
1984. He noted that over the years since that time, 8 ofthe 78 suggestions for improvements have been
accomplished and another 13 have been initiated; however, there are now so many things going on in the
downtown area that his group thought this might be an opportune time to see what else might be
accomplished. He noted that the Gateways Learning Center is going well, the arts center is almost
completed, Wildish Theater is making progress, the transit station will be completed this fall, and St.
Vincent de Paul's housing plans are becoming a reality. Mr. Lutes said the group looked at
improvements that might help kick off a renewed interest in downtown and settled on downtown
lighting and landscaping, and then made plans to contact other downtown property owners to enlist their
aid in improving the area. He noted that lighting plans call for replacing the yellow lamps with white
light and the Community Development Block Grant Committee approved the group's application for
$10,000 for a feasibility study and engineering. The group will be talking to the City Council and the
Springfield Utility Board soon about the idea of changing to white lighting. Mr. Lutes said the group
will be seeking another $45,000 to $50,000 to have the lighting installed and, in 2005, will look into
downtown landscaping ideas such as concrete bowls. He added that plans call for negotiating with
Willamalane for maintenance of the landscaping. In 2006, once the people see what has been
accomplished, the group will be looking at property upgrade.
In answer to Willamalane Director Jim Mayo's question, Mr. Lutes said the possibility oflocating the
bicycle patrol in the downtown area is very important, as is the white lighting, because once people feel
safer they will frequent the downtown area more. In answer to City Councilor Tammy Fitch's question,
Mr. Lutes said the Downtown Springfield Association has not talked about requesting funds from
TEAM Springfield at this point. In answer to SUB Director Bobbie Adams' question, Mr. Lutes said the
white lights won't be quite as energy efficient as the current yellow lamps, but the quality of the lighting
is better, as things look brighter, making people feel better and safer. He added that the lamps are the
same as the ones being installed at the new transit station. Steve Barrett noted that the downtown
property at 611 and 614 Main Street has been upgraded and McKenzie Photo Works will be opening
there soon also. The members of TEAM Springfield requested copies of the 1984 Downtown
Commission Report that Mr. Lutes mentioned earlier.
Dare Program
Captain Rich Harrison of the Springfield Police Department reported on the DARE Program, explaining
the recent changes (see Agenda Attachment C).
REMARKS FROM LEGISLATORS
State Representative Terry Beyer addressed the group regarding Measure 30. She said she thought the
chances of the Legislature returning for a special session if the measure fails were slim to none, stating
that if there was some other solution to the State's budget problems it would have been found. She said
numerous measures have been taken to cut the budget, but they may not be all that visible because of
local efforts to cover those cuts. Ms. Beyer said the Governor is extremely interested in economic
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TEAM Springfield Minutes
Joint Elected Officials' Meeting
January 24, 2004
Page 3
development, believing that is the only way for the State to recover, and every discussion he has with
public agencies is punctuated with questions about what those agencies can do to encourage economic
development. His interest is reflected in his appointments to the various State boards and upcoming
proposals to streamline land-use and transportation issues.
Ms. Beyer said there are three main responsibilities of the State. She termed those responsibilities as: to
educate, medicate, and incarcerate-which is nearly 94% of the budget, leaving not much room to play
with the numbers. She added that there's a group looking at tax reform, but she does not expect any real
earth-shaking proposals. They may be looking at the "kicker," a rainy-day fund, or a cap on spending.
She explained how the cuts to mental health services result in a $29M savings, but a $17M increase in
costs to other programs such as foster care. She added that $150M in Federal funds will also be lost if
Measure 30 fails, and police departments, hospitals, insurance, and the court systems will be feeling the
effect. Ms. Beyer fielded questions from the TEAM Springfield members. City Councilperson Tammy
Fitch noted that the City will be taking a look at off-ramps connected to the new freeway bridge and
asked what information could be provided to Ms. Beyer, with her connection to the Transportation
Committee, to help in this area. Ms. Beyer said she would like to sit down with the councilors and talk
about what has been done and what could be done in the future. Ms. Beyer also relayed her thoughts on
the PERS problem. .
In answer to School Board Member Adams' question regarding Measure 30 and looming cuts to the
School District budget if the measure fails, Ms. Beyer said that although there's a bigger deficit than the
Legislature allotted for in the budget cuts, she doesn't think it's unmanageable. She explained that there
is some time between now and the end of the fiscal year which gives a little room to try to maneuver,
e.g., hopefully the economy will continue to pick up, the Governor will spend the ending balance, there
are possibilities of some shifting around in the cuts, etc., but there will be cuts. She added that even if
the Legislature goes back in, there isn't anything that can be done to come up with large sums of money.
She also said that ifthe Legislature doesn't reconvene, it would be the Governor or the Emergency
Board who would look at any reallocation of the cuts. Mayor Leiken commended Ms. Beyer for her
work on behalf of the community. He noted that the City will be meeting with ODOT on January 20 at
1 p.m. regarding the Glenwood off-ramps and would like Ms. Beyer to be involved. He also expressed
concern regarding the recent ruling from LUBA on the Goal 12 issue and said he would like to discuss
the issue further with Ms. Beyer. In answer to School Board Member Adams' question, Ms. Beyer said
the best thing local elected officials can do to help with the State's budget problems is to keep in
constant contact with the Governor, especially in regards to the need for education dollars.
BREAK
The TEAM Springfield group took a short break at this point in the meeting.
OPPORTUNITY FUND DIRECTION
Willamalane Superintendent Bob Keefer presented a draft of the criteria and the grant process for
distribution of funds from the Opportunity Fund. He explained that in July 2003, TEAM Springfield
created the fund and set aside $10,000 to fund special projects and activities in the community, adding
that the Chief Administrative Officers (CAOs) were asked to develop criteria and a process for
expending the funds. He distributed a handout detailing the CAOs' recommendations. He also noted
that the $1,400 in support of Fiesta Latina came from the Opportunity Fund. Those present reviewed the
TEAM Springfield Minutes
Joint Elected Officials' Meeting
January 24, 2004
Page 4
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draft criteria and suggested process. City Councilperson Tammy Fitch suggested that the CAOs and the
Chief Elected Officials should be given the authority to award the funds, noting that going back to all
four agencies is very time consuming. The group agreed, and Ms. Fitch put her suggestion in the form
of a motion.
City Councilperson Tammy Fitch moved, Springfield Utility Board Member George Litzenberger
seconded, that the criteria and process be adopted, with the change that the Chief Administrative
Officers and the Chief Elected Officials be given the authority to determine distribution of funds from
the Opportunity Fund. The motion passed unanimously.
In answer to Willamalane Board Member Helen Wagner's question, Mr. Keefer said the CAOs, at their
February meeting, will discuss how to get the word out to the public about the Opportunity Fund. (The
adopted criteria and process is attached to these minutes.)
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PROPOSED FY'05 WORK PLAN AND BUDGET
Chris Pryor posted the TEAM Springfield Mission (attached) and General Goal (attached). He said this
is an opportunity for the TEAM Springfield members to reaffirm and prioritize the Five-Year Goals and
set One-Year Targets within those goals so the CAOs and elected officials know clearly what the
direction is for the next year. The group participated in an exercise to prioritize the seven Five-Year
Goals (prioritization attached). The current Targets were also prioritized (attached). Chris asked those
present to add any new Targets they would like to see TEAM Springfield work towards. The group was
then asked to prioritize the new Targets as well (attached). Chris said the CAOs will now process the
information and handle it in an effective way, checking in with the full TEAM Springfield group as
work progresses. He also noted that some of the things currently being funded by TEAM Springfield
have been reprioritized, such as the Bike Patrol and the Newsletter, and the priorities set by the group
will drive how items get funded in next fiscal year's work plan, which will be brought back for
confirmation. Mayor Leiken noted that an economic development plan is already in place at the City,
and that plan can be looked at and used by the members of TEAM Springfield as a starting place.
ADJOURNMENT
Willamalane Superintendent Keefer asked for input on the process of the meeting. It was suggested that
the meetings could be a mix of staff reports and relaxed interaction, which fosters trust and encourages
efforts to accomplish the goals. Mayor Leiken stated that he appreciates the work staff does. The group
agreed. The meeting was adjourned at approximately 10:50 a.m.
Minutes Recorder:
Executive Secretary Pat Lewis
Willamalane Park and Recreation District
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Attem~
Amy Sowa .
City Recorder
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Opportunity Grant Fund
Adopted January 24, 2004
BACKGROUND
In July 2003, Team Springfield created an Opportunity Fund and set aside $10,000 to fund
special projects and activities in the community. In December 2003, Team Springfield agreed to
support the Fiesta Latina with a $1,400 donation to replace funds the group would not receive by
moving the event to Springfield.
TEAM Springfield Chief Administrative Officers (CAOs) were asked to develop criteria for
expending these funds. Below are draft criteria and a general grant process for the elected
officials to consider at our January 24, 2004 work session.
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CRITERIA
1. Any project or activity supported by the Opportunity Fund must address at least one of the 5-
year goals and one of the 1-year targets approved by the joint elected officials.
2. All funds must be matched with a like amount of cash or in-kind services from the receiving
parties.
3. No grant will exceed $2,500 within any calendar year.
4. Projects that will positively impact the Springfield community will be considered over projects
that are directed to individuals or special interest groups.
5. All project proposals must include a funding plan that will identify how the project or activity
will be maintained or funded in the future.
6. Non-profit, community, and special interest groups will be eligible for the grants. Individuals
will not eligible. A TEAM Springfield agency may also request use of the opportunity funds for
projects directly associated with their respective agency that they could not fund on their
own.
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GRANT PROCESS
1. Groups requesting funds will be required to submit a letter of application that describes the
project or activity and how it meets the criteria of the grant listed above. No application shall
exceed two pages.
2. Letters will be submitted to the CAO for each agency simultaneously by the 10th of any
month. Any proposal received after that date will be considered during the next month.
3. Any proposal must have the support and approval of all four public agencies. The CEO and
CAO of each agency have been delegated authority by their respective agencies to approve or
deny grant requests.
4. If TEAM Springfield approves the proposal! the grantee will be officially informed via a letter
from the Mayor.
5. Groups receiving funds must submit a one page final report to TEAM Springfield that outlines
how the funds were spent and how the projected benefited the community. Failure to submit
a report will disqualify the group from further TEAM Springfield funding consideration.
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~TEAM
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Mission
The mISSIon of TEAM Springfield will be to
facilitate intergovernmental communication within
Springfield's public agencies and to attain the
. benefits and synergy of coordinated and cooperative
efforts on issues or projects of mutual interest and
concern. TEAM Springfield members believe that
greater efficiencies can be attained and delivery of
public services can be enhanced through
collaboration and the sharing of common resources
where possible and appropriate.
Adopted July 16, 2003
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~TEAM
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General Goal
TEAM Springfield agencies will strive to provide
cost-efficient and effective services to our citizens
through coordinating services, avoiding duplication,
. and developing projects jointly. TEAM Springfield
agencies will work together to provide a safe, clean,
viable place for our residents to live, work, and
play. Citizens of Springfield will receive an
outstanding value for the taxes and fees they
provide to our agencies.
Adopted July 16, 2003
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~TEAM
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5-Year Goals
Prioritized January 2004
1. EDUCATION: Strive to educate each child to their fullest potential
so that they are prepared to attend college and/or enter the
workforce.
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2. ECONOMY: Continue to assist local businesses with expansion
plans and attract new employers that provide family-wage jobs to
diversify the Springfield economy.
3. Support projects that will enhance the attractiveness of our
community; expand and celebrate cultural diversity and heritage;
and create opportunities for local citizens to define and be involved
in neighborhood and community projects.
4. PUBLIC SAFETY: Improve citizens' perception of personal safety
by responding to emergency and other law enforcement l)eeds of
the community in accordance with established priorities, visible
patrols, enforcement of traffic laws, and timely investigation of
cnmes.
5. Coordinate and support lobbying efforts to reduce unfunded
mandates, create new economic development opportunities, and
support funding for services and projects in the Springfield area.
6. Keep the public informed of the services each agency provides
individually and jointly as TEAM Springfield.
7. Support the creation of cooperative agreements between the
agencies on specific projects that benefit at least two of the
agenCIes.
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~TEAM
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Joint Elected Officials Meeting
January 24, 2004
Current Targets Prioritization
Economic development plan................. ........... ...................... .............. .............. .13
Bike patrols................................................................................. .......................... 6
Stabilize public school funding............................................................................. 6
Increase opportunities for student achievement........................... .......... ............ ...6
Assist with the Millrace project ....... ........... .................... ........................... ...........2
Support for cultural events........................... ............. ............................................2
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Increase participation in school activities.. ...... .................... ................ .................2
Newsletter. ........................ ..... ........................ ............... .......... ..............................1
New Targets Prioritization
Downtown rehab projects using Youth Day of
Caring and Springfield Cleanup mode!...... .......... ............... .....;... ....... ........... .....13
Civic space for community (possible school-civic
combination?) .................. .............................................. .................................... .12
Review and analysis ofthe north Springfield and
Glenwood boundaries to facilitate discussion with
Eugene about realignment..................................... ..... ........................................ .12
Study and plan for destination activities - include an arts component...............1 0
New school buildings - organized approach to
bonds, coordinate building needs with other
partners............................. .,.................................................................................... 8
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TEAM Springfield
Targets Prioritization
January 24, 2004
Page 2
Pressure from local governments on the legislature
to stabilize funding, piggyback on funding
initiatives, prevent local dog fights over resources,
and maintain a unity of approach..... .................. ..................... .......... ........... ......... 7
An arts program that includes an economic
development component - Needs money .............................................................5
Maximize nature opportunities (visibility, creation,
use) .. .. .. " .. ., .. .. .. .. . . . ... .. . .. ... . . . .. .. .. .. .. . . . .... .. . . . . .. ... . . . . .. .. . .... ... .. . .. .. . . . . . . .. .. .. . .. .. . .. ... .. . .. .. .. 3
Explore opportunities for state/federal buildings........ ............... ............... ..... .......2
Bike paths/transportation corridors east-west
connections................................................... ........... .............................................1
Be proactive in offering service proj ects ........................................................ ......1
Community Outreach - community meeting/input
initiative................................................................................................................ 0
Explore a one-stop government services center....................................................O
Eliminate the "bar blocks" in downtown.. ...... ................. .................. ......... ..........0
Tracking system for business openings................................................................ 0