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Home My WebLink AboutItem B: Neighborhood Services Update ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Work Session: Neighborhood Services Update Meeting Date: November 18, 2009 Agenda Item Number: B Department: Central Services Staff Contacts: Michael Kinnison www.eugene-or.gov/neighborhoods Telephone Number: 682-5009 ISSUE STATEMENT This work session provides updates on Neighborhood Services, the Neighborhood Empowerment Initiative (NEI), and progress on implementing recommendations of the Neighborhood Services Assessment. It is also an opportunity for feedback on how Neighborhood Services can continue to improve support for effective communication and engagement among elected officials, the City organization, neighborhood associations and all Eugene residents. BACKGROUND Many changes have occurred since March 2000, the last time Neighborhood Services was the subject of a City Council work session. At that time, the program was located within the Community Development Division. It subsequently moved to the Planning Division and, more recently, to the City Manager’s Office. The last realignment occurred in summer 2009, in response to a recommendation developed through the Neighborhood Services Assessment process, as well as an interest in integrating core values shared by the program areas of Neighborhoods, Equity and Human Rights, and Sustainability. This realignment is providing resources and creative ideas to promote equity and sustainability principles in the work of neighborhood organizing. Staff connections have been strengthened, with Equity and Human Rights staff serving on the Neighborhood Services Assessment Implementation Team and attending both NEI and Neighborhood Leaders Council (NLC) meetings; the Neighborhood Services Manager serving on the Equity and Human Rights Board; and staff of the Community Climate and Energy Action Plan sharing office space with Neighborhood Services. Neighborhood Services maintains close ties to the Planning Division through coordination of neighborhood representation in Planning work programs, a planning liaison function for neighborhoods, and staff support of Strategic Neighborhood Action Plans (SNAPs). A neighborhood planner position, funded through the NEI to implement SNAPs, is currently assigned to Planning. Neighborhood Empowerment Since the council’s work session on the Neighborhood Empowerment Initiative in December 2008, the NEI committee of staff and neighborhood representatives has continued to meet on a monthly basis. A progress report is provided as Attachment A. Given progress made on addressing action plan items, the growing challenge of maintaining robust participation and council’s shift to the Eugene Counts framework, the committee has recently begun discussing its future direction. Options include a staff- Z:\CMO\2009 Council Agendas\M091118\S091118B.doc neighborhood work group, a periodic forum for management-level staff and neighborhood leaders to discuss neighborhood involvement in design and implementation of City plans and programs, and ad- hoc teams that would address priority issues identified by the City and Neighborhood Leaders Council. The following is a brief update on significant work items of the NEI Committee: ? 2009 Neighborhood Summit – The March Summit attracted more than 200 attendees, including staff from all departments, elected officials, representatives from all active neighborhood associations, boards and commissions, University of Oregon (UO), Eugene Water & Electric Board (EWEB), Lane Transit District (LTD) and 27 non-profit groups. The summit provided opportunities for networking and information sharing and promoted community partnerships between neighborhood and other community groups. ? Neighborhood Communications – The committee and Neighborhood Services staff have been working on a number of initiatives to enhance communication between neighborhoods and their members and between neighborhoods and the City. E-newsletters – Telecom grant funding is supporting development of electronic newsletters o that would supplement existing hard copy publications. Individuals, including non-resident property owners who currently do not receive mailings, will be able to subscribe to any number of newsletters they wish to receive. The NEI Committee has reviewed the policies related to funding and publication oversight of o neighborhood newsletters and recommends changes that would enhance neighborhood association outreach efforts, support meeting of council output goals, reduce conflicts regarding newsletter oversight, and reinforce guidelines aimed at ensuring balance and fairness in neighborhood publications. Key elements include increasing funds for event- related expenses, broadening use of funds to include public information and outreach beyond print publications (website design/development, banners/signs, childcare and translation services at meetings, etc.), clarifying expectations on identifying opinion pieces and providing balanced content and establishing components that all newsletters must include (list of officers, process for submitting content, contact information, bylines, etc.). City-to-Neighborhood Communication – Neighborhood Services is making a concerted o effort to coordinate sharing of information from other programs of the City with neighborhoods. One example is the web-based weekly leader packet. Each week, staff gathers information from the City’s Public Information Team and notifies all neighborhood association board members via email, providing a link to the Neighborhood Services webpage. Examples of the information available include council, board and commission agendas and meeting notices, neighborhood newsletters/postcards, media releases, and opportunities for participation and involvement. The Neighborly News, a City news digest, is an important component of the packet and provides information in an easy to read, organized format (see Attachment B). Neighborhood Services Assessment Implementation An Implementation Team composed of City staff, neighborhood representatives and a representative from the UO met earlier this year to review the findings of JLA Public Involvement’s final report of the Neighborhood Services Assessment and make recommendations on implementation. Below are some of the more significant recommendations with an update on their status. A work plan for all of the assessment recommendations is provided as Attachment C. ? Establish a neighborhood liaison program - Liaison programs have staff dedicated to individual neighborhood associations to attend meetings, serve as a resource for neighborhood groups, and Z:\CMO\2009 Council Agendas\M091118\S091118B.doc contribute to improved two-way communication with the City. Staff is investigating model programs identified in the assessment and this recommendation has been suggested as a priority issue to be addressed within the future work of the successor group to the NEI. ? Increase neighborhood association training opportunities - Neighborhood Services has revamped its annual leader orientation program, delivering two trainings in July and August that were attended by one-third of the board members of all neighborhood associations. A survey of neighborhood training needs has been completed and additional trainings on the fundamentals of planning and development, best practices for neighborhood boards and resolving neighborhood conflicts are currently being scoped. ? Implement neighborhood-based planning – The Planning Division is well underway to begin implementing the Strategic Neighborhood Action Plan process. Staff have been collaborating with neighborhood leaders and researching other models to develop a process that fits Eugene’s needs. A draft process guide is being developed and results of a community-wide neighborhood survey are being compiled that will provide baseline information for neighborhoods. Tentative plans are to conduct pilot projects with at least two neighborhoods in early 2010. ? Formally recognize the Neighborhood Leaders Council (NLC) – Although the consultant recommended formal recognition of the NLC, the implementation team modified this recommendation to focus on clarifying the role of the NLC in relation to neighborhood associations, the community and the City organization, which may include formal recognition by the City Council. Neighborhood Services is working with the current NLC co-chairs to draft a memo that will help clarify the composition, role and relationship of the NLC to the City. ? Review/consider updating the Neighborhood Organization Recognition Policy (NORP) – The NORP was established in 1976. Eugene has had an established system of formally recognized neighborhood associations for more than 30 years without undergoing a review of the policy document governing their role and function and relationship to the City. A thorough review of the NORP to ensure the policy remains relevant and adequately addresses accountability and governance issues is recommended. For the same reason, it is recommended that the model charter for neighborhood associations undergo a parallel review. Review of these policy documents will involve collaboration with neighborhood associations, the NLC and City Council and is anticipated to begin in 2010. ? Review/consider revising City’s policy on regulating the size of neighborhood associations – Neighborhood associations struggle with participation. While a smaller-sized neighborhood is not a guarantee for engaging more neighbors, those neighborhoods with extremely large boundaries have unique challenges in community organizing. Generally speaking, those neighborhoods that have distinct identities (SUNA, Jefferson Westside, Friendly) are the most “active.” Currently, six neighborhood associations exceed the adopted guidelines for neighborhood size (approximately 5,000 households maximum) adopted in 2000. Neighborhood Services staff has entered into informal discussions with neighborhood leaders on the challenges of addressing this issue. A more formal process involving the NLC, the largest neighborhood associations and relevant City Councilors will begin in 2010. RELATED CITY POLICIES This item relates to the City Council values of: ? Effective, Accountable Municipal Government: a government that works openly, collaboratively, and fairly with the community to achieve measurable and positive outcomes, and ? Safe Community: a community in which everyone feels safe, valued and welcome. Z:\CMO\2009 Council Agendas\M091118\S091118B.doc Neighborhood Empowerment has also been identified as a priority goal for the council since 2005: ? Redesign the neighborhood initiative to support the neighborhoods which includes public participation in the livability and protection of neighborhoods and identifies specific redevelopment strategies that preserves the integrity of residential uses, including design standards, site review, down zoning, infill regulation, and bolstering and empowering neighborhood associations to get more involvement. COUNCIL OPTIONS While no formal council action is anticipated, staff invites input and direction for follow-up on the issues discussed, including discussion of particular concerns the council may have and feedback on how effective informational updates can be provided. CITY MANAGER’S RECOMMENDATION The City Manager has no recommendation on this item. SUGGESTED MOTION No motion is suggested. ATTACHMENTS A.NEI Action Plan Progress Update B.Neighborly News C.Neighborhood Services Assessment Recommendations Work Plan FOR MORE INFORMATION Staff Contact: Michael Kinnison Telephone: 682-5009 Staff E-Mail: michael.j.kinnison@ci.eugene.or.us Z:\CMO\2009 Council Agendas\M091118\S091118B.doc NEIGHBORHOOD EMPOWERMENT ACTION PLAN UPDATE ATTACHMENT A November, 2009 2007 Progress Priority Action Related Neighborhood Services Indicator Ranking Item # Action Item Title (abbreviated) Update Highlights Assessment Recommendations 1 11 Involve Neighborhood ? A Neighborhood Planner was hired in December of 2007 to assist Associations earlier in land use Neighborhoods to be informed and effective participants in the land proposals use review process. ? The Minor Code Amendment Process (MiCAP) addressed several Neighborhood concerns including a requirement that applicants meet with Neighborhood groups prior to submitting significant land use applications. ? Improvements to the City’s land use application database have resulted in a friendly user interface and content. ? Weekly email notices inform neighborhood designees about recently submitted applications, Limited Consultations, and Pre-application Conferences. ? Changes to bring clarity to public hearing notices and posted signs are being considered. 2 12 Increase density in existing ? The Infill Compatibility Standards (ICS) Task Team completed its work neighborhoods thoughtfully studying infill related issues concerning single-dwellings, multi- dwellings, and subdivisions. The first round of recommendations is being presented to the City Council in November, and the second round will be presented in summer 2010. ? The Opportunity Siting (OS) Task Team has developed a collaborative process to work with residents and developers to find good sites for high density housing and provide development incentives in exchange for appropriate siting and design. The Planning Commission supported the task team’s incentive recommendations and directed staff to move forward on initiating one or two pilot projects based on the collaborative process. In the fall of 2009, the City Council will receive an update on pilot projects and proposed incentives. 1 Implementation underway Action initiated No significant action to date Page 2007 Progress Priority Action Related Neighborhood Services Indicator Ranking Item # Action Item Title (abbreviated) Update Highlights Assessment Recommendations 3 B2 Increase ongoing support for ?? Neighborhoods have been provided free access and training for the Increase Neighborhood Association Neighborhood Associations Regional Land Information Database (RLID) to assist their planning training opportunities. ? efforts. Establish a neighborhood liaison ? 14 Neighborhood Leaders were given scholarships to attend the program. ? Oregon Planning Institute Conference in September 2009. Partner with neighborhood associations ? A Neighborhood Services Assessment report was completed in 2008 to host online surveys. ? with recommendations on program focus, structure and services. Improve City’s website and increase Implementation of the recommendations will begin in 2009 and result accessibility. in new and improved services to Neighborhood Associations. ? Streamline production/distribution of ? Staffing capacity within the Neighborhood Services Program has neighborhood newsletters. increased to include: Program Manager, Neighborhood Planner and a Program Coordinator. ? Neighborhood Association’s spending authority has been expanded for uses that include promotion activities and neighborhood-building event expenses (e.g., refreshments, entertainment, insurance, signs, banners, etc.) Consideration is being given to providing additional flexibility in the use of these funds to promote neighborhood association outreach. st ? The Neighborhood Services office was moved to the 1 floor of the Atrium and reorganized along with the Equity and Human Rights and Sustainability Programs in the City Manager’s Office. This realignment has improved public access and is providing resources and creative ideas to promote equity and sustainability principles in the work of neighborhood organizing. ? Neighborhood Services is currently revamping its training program. Newsletter editor trainings will continue but with regularity and expanded content. Beginning in July 2009, an improved Neighborhood Leader Training will be offered twice a year. Additional training components will be developed in 2010 and include topics such as planning, effective board governance, and outreach to diverse communities, 4 15 Neighborhood priorities guide ?? Neighborhood priorities as identified through the Strategic Implement neighborhood-based planning. service and funding decisions ? Neighborhood Action Plan process (see item #14) can serve as a Partner with neighborhoods to host online decision-making tool in future budget and work plan processes. surveys. 5 4 Implement Neighborhood ?? Since 2000, $400,000 in matching grants has been awarded to 77 Continue funding for neighborhood Matching Grants projects throughout Eugene’s neighborhoods. This resource continues matching grants. to be an important component of the Neighborhood Services Program. 6 13 Preserve residential zoning ? Neighborhoods can take an individualized look at commercial compatibility issues if they chose to undertake a Strategic Neighborhood Action Plan. 2 Implementation underway Action initiated No significant action to date Page 2007 Progress Priority Action Related Neighborhood Services Indicator Ranking Item # Action Item Title (abbreviated) Update Highlights Assessment Recommendations 7 18 Ensure safe routes for walkers ? The Pedestrian and Bicycle Strategic Plan contains many action items related to improving safety for pedestrians including: reinitiating the sidewalk infill program, launching a Share the Road education campaign, and developing a comprehensive Safe Routes to School program. ? A Bicycle and Pedestrian Advisory Committee has been formed to prioritize and provide input on transportation-related projects. ? Planning has begun for the upcoming Ped/Bike Master Plan for the south hills neighborhoods (Laurel Hill Valley, Fairmount, Southeast, Crest, and Churchill). Each neighborhood association is represented on the planning committee for this process. 8 19 Design streets to meet both ? Public Works staff has initiated collaborative approaches to street transportation and neighborhood design that reflects both transportation needs and community interests, needs such as Crest Drive Context Sensitive Solutions. 9 6 Increase communications from ?? Neighborhood association publication allocations increased in 2007 Partner with neighborhood associations Neighborhood Associations ? to host online surveys. Grant funds have been secured to develop e-newsletters as an option ? for members to receive communication from their neighborhood Streamline production/distribution of association. Implementation scheduled for December 2009. neighborhood newsletters. ? Neighborhood Services provides training for newsletter editors to enhance their ability to communicate with their neighborhood association members. ? Neighborhood Services is supporting the development of a multi- neighborhood newsletter that provides a venue for communication for those neighborhood associations without the capacity to produce their own newsletters. The NEI Committee has reviewed the policies related to funding and publication oversight of neighborhood newsletters and recommends changes that would enhance neighborhood association outreach efforts, support meeting of Council output goals, reduce conflicts regarding newsletter oversight, and reinforce guidelines aimed at ensuring balance and fairness in neighborhood publications. Key elements include increasing funds for event-related expenses, broadening use of funds to include public information and outreach beyond print publications (website design/development, banners/signs, childcare and translation services at meetings, etc.), clarifying expectations on identifying opinion pieces and providing balanced content and establishing consistency in components that all newsletters must include. 3 Implementation underway Action initiated No significant action to date Page 2007 Progress Priority Action Related Neighborhood Services Indicator Ranking Item # Action Item Title (abbreviated) Update Highlights Assessment Recommendations 10 3 Improve public involvement ?? Various public involvement efforts by Departments have become more Re-evaluate and enhance the City’s processes responsive, in many cases involving Neighborhood Associations. existing values and operating principles Examples include: South Ridgeline Habitat Study, Crest Drive Context to improve public involvement processes. Sensitive Solutions Process, the Pedestrian and Bicycle Strategic Plan, Rasor Mixed Use Center Study, Infill Compatibility Standards and the Opportunity Siting project. ? The Equity and Human Rights Board's Communication/Engagement Resource Group is tasked with facilitating implementation of Goal 5 of the Diversity and Equity Strategic Plan (DESP): Communicate and engage openly, respectfully and effectively with the community. The group is addressing action items that will assess the effectiveness of the City's public engagement processes and structure and develop City-wide guidelines on culturally competent public outreach. 11 10 Define Neighborhood Associations' ?? In 2009, Neighborhood Services strengthened its collaboration with Enhance public safety by facilitating and role in community policing EPD via information sharing with neighborhoods, coordination of Chief encouraging communications between Kerns presence at neighborhood meetings, and promotion of and EPD and neighborhood associations, participation in Neighborhood Watch and EPD community events such neighborhood participation in public- as Neighbors Night Out and the Prevention Convention. safety-related programs and two-way relationship-building between neighborhoods and EPD. 12 17 Promote neighborhood identity ?? Neighborhood Matching Grants have provided funding for several Continue funding for neighborhood nd identity enhancing projects such as the 22 and Garfield Intersection matching grants. th ? Repair Project and 8 and Blair public art and landscaping. Expand outreach with local media. ? ? The Strategic Neighborhood Action Planning process can facilitate the Serve as a resource for event planning. identification of projects that promote neighborhood identity. ? Pursue ways to promote involvement in neighborhood associations and provide recognition for neighborhood association . volunteers 13 16 Make parks safer ? Additional funding was identified in FY07 to fund bike patrols for urban parks. ? Increased recreation programming has improved legitimate uses in urban parks such as Monroe Park. 14 7 Hold annual forums for ?st 1 Neighborhood Summit held in February 2007 and helped refine and Neighborhood Associations and prioritize the Neighborhood Empowerment Action Plan. nd elected officials ? 2 Neighborhood Summit was held in March 7, 2009 and focused on identifying opportunities for collaboration between the City, neighborhoods and community organizations. 4 Implementation underway Action initiated No significant action to date Page 2007 Progress Priority Action Related Neighborhood Services Indicator Ranking Item # Action Item Title (abbreviated) Update Highlights Assessment Recommendations 15 14 Set service priorities by ?? A Neighborhood Planner was hired in October to facilitate Implement neighborhood-based planning. neighborhood ? Neighborhood-based planning efforts. A primary goal of the proposed Partner with neighborhood associations Strategic Neighborhood Action Plans (SNAPs) is issue identification to host online surveys. and prioritization on a neighborhood basis. ? A community-wide survey was conducted throughout the summer of 2009 to collect baseline information on priority service needs and neighborhood association involvement. Over 4,250 individuals completed the survey, with results to be compiled by mid-November. nd A workshop is scheduled for December 2 to gain feedback on the SNAPs program, with the process scheduled to be piloted in early 2010. 16 8 Affirm Council policy on ?? Neighborhood Services Assessment indicated that the Neighborhood Review/consider updating the Neighborhood Associations Organization Recognition Policy (NORP) may need to be updated and neighborhood organization recognition revisited. Review of the NORP will involve collaboration with policy. neighborhood associations, the NLC and City Council and is anticipated to begin in 2010. 17 5 Support Neighborhood ?? Problem solving assistance is an ongoing service of the Neighborhood Increase Neighborhood Association Associations in problem-solving Program. This assistance has been in the form of assisting training opportunities. associations with grant projects, community outreach, and meeting facilitation. ? The Neighborhood Services expanded training program will help bolster neighborhood capacity to problem-solve. ? Neighborhood Services works with Community Mediation Services to mediate neighborhood disputes. Opportunities to expand this type of service are being explored with other City departments. 18 1 Public Involvement participants ?? The Equity and Human Rights Board's Communication/Engagement Coordinate minority outreach with should reflect our whole Resource Group is tasked with facilitating implementation of Goal 5 of partners including Equity & Human Rights community the Diversity and Equity Strategic Plan (DESP): Communicate and staff and Human Rights Commission. engage openly, respectfully and effectively with the community. The group is addressing action items that will assess the effectiveness of the City's public engagement processes and structure and develop City-wide guidelines on culturally competent public outreach. ? A NEI performance measure has been crafted that encourages neighborhood associations to develop a written plan for encouraging participation that represents neighborhood demographics. ? Neighborhood leaders identified “outreach to diverse communities” as a training need for neighborhoods. Training on outreach to underrepresented populations is being developed as part of the Strategic Neighborhood Action Plan process. 5 Implementation underway Action initiated No significant action to date Page 2007 Progress Priority Action Related Neighborhood Services Indicator Ranking Item # Action Item Title (abbreviated) Update Highlights Assessment Recommendations 19 B1 Enhance communications ?? The NEI process continues to be an excellent venue for enhancing Partner with neighborhood associations City-neighborhood communication by bringing together neighborhood to host online surveys. ? leaders and representatives. Streamline production/distribution of ? Neighborhood Services is making a concerted effort to coordinate neighborhood newsletters. ? sharing of information from other programs of the City with Establish a neighborhood liaison neighborhoods. One example is the web-based weekly leader packet. program. Each week, staff gathers information from the City’s Public Information ? Establish community partnership Team and notifies all NAs via email, with a link to the packet. program. Examples of the information available include Council, board and commission agendas and meeting notices, neighborhood newsletters/postcards, media releases, and opportunities for participation and involvement. The Neighborly News, a City news digest, is an important component of the packet and provides information in an easy to read, organized format. ? See Highlights under Action Item #6. 20 2 Public Involvement tools should ?? The Equity and Human Rights Board's Communication/Engagement Re-evaluate and enhance the City’s engage more people Resource Group is tasked with facilitating implementation of Goal 5 of existing values and operating principles the Diversity and Equity Strategic Plan (DESP): Communicate and to improve public involvement processes. ? engage openly, respectfully and effectively with the community. The Coordinate minority outreach with group is addressing action items that will assess the effectiveness of partners including Equity & Human Rights the City's public engagement processes and structure and develop staff and Human Rights Commission. City-wide guidelines on culturally competent public outreach. 21 9 Divide the larger neighborhood ?? Neighborhood Services Assessment recommended to review/consider Review/consider revising City’s policy on associations into smaller ones revising the City’s guidelines regulating the size of neighborhood regulating the size of neighborhood associations. Currently, six neighborhood associations s exceed the associations. adopted guidelines for neighborhood size (approximately 5,000 households, max.) adopted in 2000. Neighborhood Services staff has entered into informal discussions with neighborhood leaders on the challenges of addressing this issue. A more formal process involving the NLC, the largest neighborhoods and relevant City Councilors will begin in 2010. 22 B3 Change existing structure ?? Although the consultant recommended formal recognition of the NLC, Formally recognize the NLC (establish Neighborhood ? the implementation team modified this recommendation to focus on Review/consider updating the Commission, formal recognition of clarifying the role of the NLC in relation to neighborhood associations, neighborhood organization recognition NLC, etc.) the community and the City organization, which may include formal policy. recognition by the City Council. Neighborhood Services is working with the current NLC Co-chairs to draft a memo that will help clarify the composition, role and relationship of the NLC to the City. 6 Implementation underway Action initiated No significant action to date Page 2007 Progress Priority Action Related Neighborhood Services Indicator Ranking Item # Action Item Title (abbreviated) Update Highlights Assessment Recommendations 23 20 Emphasize customer service skills ? Human Resources provides new employee orientation and ongoing in City staff trainings trainings (including diversity trainings) that emphasizes strong customer service and positive working interactions. 7 Implementation underway Action initiated No significant action to date Page NEIGHBORLY NEWS... 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Ú·²¼±«¬¸±©¬±®»»¿®½¸º«²¼·²¹Í°±²±®»¼¾§Û«¹»²»Ð«¾´·½Ô·¾®¿®§ô ±«®½»¿²¼½®¿º¬©·²²·²¹°®±°±¿´¬¸»Ú®·»²¼±ºÛ«¹»²»Ð«¾´·½Ô·¾®¿®§ ±²Í¿¬«®¼¿§ôÒ±ªòéô¿¬íÐÓò×²¬¸·¿²¼¬¸»Û«¹»²»Ð«¾´·½Ô·¾®¿®§Ú±«²¼¿ ©±®µ¸±°ô»¨°»®¬Ô±®·Í¬»¹»®©·´´¸¿®»¬·±²ò ©¸»®»¬±º·²¼¹®¿²¬¹·ª»®ô©¸¿¬ ¬¸»§ù®»´±±µ·²¹º±®ô¿²¼¸±©¬¸»§¼» ½·¼»©¸·½¸°®±°±¿´¬±º«²¼òÐ´«ô¹»¬ ¿¬±«®±ºÛ«¹»²»Ð«¾´·½Ô·¾®¿®§ù»¨ ¬»²·ª»®»»¿®½¸®»±«®½»ô·²½´«¼·²¹ Ú±«²¼¿¬·±²Ý»²¬»®Ñ²´·²»òÞ®·²¹¯«» ¬·±²ÿÚ±®³±®»·²º±®³¿¬·±²ô½±²¬¿½¬ Û«¹»²»Ð«¾´·½Ô·¾®¿®§æëìïêèîëìëðò Did You Know? You can receive email notification of limited consultations and land use applications in your neighborhood! 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