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CIC staff outlines postcards, QR codes and budget outlook; spring fair and map needs highlighted
Summary
City staff reviewed Citizen Involvement Committee outreach tools and budget status, including postcard vendor pricing tiers, QR codes and email subscription options, a projected biennial budget shortfall, plans for a Spring Forward community resource fair and requests for volunteers and updated neighborhood photos and maps.
At the March 3 meeting the Citizen Involvement Committee (CIC) received a staff report on outreach and budget items, including postcard mailings, QR-code subscriber sign-ups, the eTrail newsletter and preparations for the Spring Forward community resource fair.
Staff reported they are reviewing vendor options for printed postcards (noting a vendor-provided three-tier pricing structure based on mail quantity) and that postcard mailings for neighborhood meetings are generated from the city’s address list via Oregon Records Management Solutions (ORMS) connected to the city’s GIS. Staff said CIC still has roughly $15,000 available for the biennium but that projected postcard mailings create a possible deficit of about $1,023 before year-end; the city’s management indicated they could assist if the CIC needed an interim funding adjustment.
Staff encouraged neighborhood associations to expand email subscriber lists and use QR codes on postcards and signs; Hannah (staff liaison) said each neighborhood has two QR codes—one linking to the neighborhood web page and a second linking directly to the subscription form. Staff noted that email lists and digital outreach increase engagement but do not automatically reduce the city-generated postcard mailing list without additional manual address matching.
The CIC also discussed the Spring Forward community resource fair (staff asked for roughly 50–100 printed flyers and volunteer shifts for the event) and raising the profile of neighborhood outreach through reusable QR-code signs and an updated neighborhood map. Staff offered to help with flyer printing and to provide CIC banners; they said the map held in the neighborhood association basement is outdated and staff would contact city planning/mapping about reprinting costs if the CIC requests it.
Committee members raised ideas including using leftover postcard funds for neighborhood signs, exploring poster boards with QR codes at public events and pursuing Metro Enhancement Grants for neighborhood projects. Staff asked neighborhood representatives to send photos for social posts and to provide attendance figures for last meetings to help with budgeting and outreach metrics. No formal motions were taken; the report was informational and staff requested follow-up direction on event resources, signs and map updates.
