12052024 Joint Workshop with City Council and Spectrum

Agenda Shady Cove Joint Workshop City of Shady Cove Council and Spectrum Design/Build Team Thursday, December 5, 2024 4:30 PM – 5:30 PM Join Zoom Meeting https://zoom.us/j/9722923260?omn=93948141758 Meeting ID: 972 292 3260 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Announcements/Proclamations by Presiding Officer A. This meeting is being digitally recorded. B. This workshop is for discussion only between City Council and Spectrum Design/Build Team C. No decisions will be made at this meeting D. The public is invited to attend, however public comment will not be allowed. E. These meeting dates and times are subject to change. 5. Discussion A. Joint workshop between the City of Shady Cove, City Council and Spectrum Design/Build Team to clearly define roles and responsibilities for the City and Spectrum teams.  Roles and Responsibilities 1. Clearly define roles for the City and Spectrum teams. 2. Assign point persons for decision-making, troubleshooting, and progress updates on both sides.  Communication Workflows 1. Establish processes for how and who the City communicates with for issues on our side. 2. Determine Spectrum’s point of contact for addressing issues on their side.  Community Engagement Strategy 1. Plan a unified communication approach to inform the community about project impacts, such as street closures and neighborhood disruptions. 2. Establish public feedback channels (e.g., website updates, social media posts, or hotlines). Agenda Page 1 of 2 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Planning Department at (541) 878-2225. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title II). Shady Cove City Council Meeting Thursday, December 5, 2024 Agenda Page 2 of 2  Conflict Resolution Plan 1. Develop a process for addressing potential disagreements or issues that may arise during the project. 2. Agree on escalation procedures & timelines for resolution.  Emergency Preparedness 1. Outline protocols for responding to emergencies during construction, such as utility outages or accidents. 2. Ensure both teams are prepared to act quickly and coordinate effectively in emergency situations.  Documentation and Reporting 1. Decide on the frequency and format of progress updates (e.g., weekly or bi-weekly reports). 2. Assign responsibility for maintaining accurate records of decisions, timelines, and milestones.  Project Timeline and Calendar 1. Establish a project timeline from start to finish, including key milestones. 2. Develop a shared calendar with weekly work locations and traffic coordination strategies.  Post-Project Review and Maintenance 1. Plan for a review after project completion to assess successes and identify areas for improvement. 2. Discuss ongoing maintenance responsibilities and future support. 6. Adjournment