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Neighborhood Council “How To” Handbook City of Missoula Office of Neighborhoods 435 Ryman St Missoula, MT 59802 (406) 552-6081 www.missoula-neighborhoods.org ---PAGE BREAK--- 2 [LEFT BLANK INTENTIONALLY] ---PAGE BREAK--- 3 Table of Contents History of Neighborhood Councils Pg. 5 Missoula Code Establishing Neighborhood Councils Neighborhood Council Authority Duties of Neighborhood Councils & Community Forum Liability of Neighborhood Councils Interaction with City Council Developing your Neighborhood Team Choosing Officers of Leadership Teams Leadership Team Responsibilities Officer Roles Starting and Keeping your Neighborhood Council Working Bylaws Pg. 6-8 Pg. 6-7 Pg. 7 Pg. 7 Pg. 7-8 Pg. 9-12 Pg. 9 Pg. 9-10 Pg. 10-11 Pg. 13 Pg. 13 Meeting Management Montana Code of Ethics Open Meeting Law Planning Meetings Setting Up Meetings Running Meetings – Includes Parliamentary Procedure After the Meeting Pg. 14-24 Pg. 14 Pg. 14-15 Pg. 15-19 Pg. 19-20 Pg. 20-22 Pg. 22-24 Neighborhood Programs Pg. 25-26 ---PAGE BREAK--- 4 Neighborhood Project Funds Outstanding Volunteer of the Year Award Neighborhood Training Series Bus Tour Other program ideas Pg. 25 Pg. 25 Pg. 26 Pg. 26 Pg. 26 Neighborhood Financial Resources General Budget Mailing Supplement Role in Budget Process Pg. 27 Pg. 27 Pg. 27 Pg. 27 Neighborhood Websites Pg. 27 Appendices A – Missoula Municipal Code Establishing Neighborhood Councils B – How to make a Referral to City Council C – Recommended Bylaw Format & Language D – Meeting Checklist E – Sending Mailings „How To‟ F – Community Calendar Information G – Parliamentary Procedure & Roberts Rules of Order H – Privacy & the Right to Know Diagram I – Utilizing Neighborhood Funds J – Office of Neighborhoods Timeline I – Web Site „How To‟ Pg. A1-A5 Pg. B1 – B2 Pg. C1 – C5 Pg. D1 – D2 Pg. E1 – E4 Pg. F1 Pg. G1 – G3 Pg. H1 Pg. I1 Pg. J1 – J2 Pg. K1 – K3 ---PAGE BREAK--- 5 History of Neighborhood Councils Citizens‟ engaging in issues affecting their neighborhoods is nothing new to Missoula. Some existing neighborhood and homeowner associations have been formed and active for many years. In 1995 the citizens of Missoula, responding to the Montana Constitution‟s provision that communities can review their form of local government every 10 years, voted to review Missoula local government. With that vote the Local Government Study Commission was formed to hold hearings around town and find out what people liked about their form of government, what they did not like and how they would change what they did not like. After the hearings around town were conducted the Local Government Study Commission placed three issues on the June 1996 ballot: a charter for the city, non-partisan elections and neighborhood councils. Neighborhood Councils were supported by a significant majority of voters. In the fall of 1996 the City Council appointed 11 citizens as the planning committee to create a guiding framework for neighborhood councils. To date there are 18 neighborhood councils organized with the purpose of: 1. Strengthening neighborhood participation in City governance where it already exists and encouraging/supporting neighborhood participation where it does not yet exist. 2. Build cooperation and improved communication between citizens and City officials. 3. Establish and maintain a Community Forum to provide an arena for Neighborhood Councils to come together, share information and make recommendations to the City government on neighborhood or citywide issues. 4. Encourage and build opportunities for neighborhood communication, neighborhood-initiated projects, interaction and problem-solving. Never doubt that a small group of committed people can change the world. Indeed, it is the only thing that ever has. --Margaret Mead ---PAGE BREAK--- 6 Establishing Neighborhood Councils via Missoula Municipal Code Missoula Municipal Code, chapter 1.18, officially establishes Neighborhood Councils and the Community Forum. This code was adopted under Ordinance 3030 in July of 1997 by the City Council. Appendix A is the municipal code in full with all amendments through December 17, 2007. This code establishes the purpose, authority, duties, leadership teams, members, and community forum. The code is useful because it helps neighborhood council leaders and members understand their role. Differences between Neighborhood Councils, Community Forum, and Leadership Teams: a. Neighborhood Councils – established by City Charter and implemented through Ordinance 3030 and Missoula Municipal Code Chapter 1.18, includes all residents physically located in the city limits of one of the neighborhood districts. Neighborhood Councils are recognized bodies by the City of Missoula. b. Community Forum – a body consisting of one representative and one alternate elected by each Neighborhood Council. c. Leadership Teams – five to seven people elected by each Neighborhood Council to perform administrative functions on behalf of the Neighborhood Council as a whole and in accordance to the councils bylaws. Authority of Neighborhood Councils I. Neighborhood Council and Community Forum may advise the City government on neighborhood and citywide issues. II. Each Neighborhood Council and the Community Forum may submit a budget proposal each year pursuant to the City-established review processes and procedures for consideration, review and approval by the Mayor and City Council. III. Neighborhood Councils and the Community Forum may spend any monies allocated and approved by the City Council in accordance with State Law and City purchasing policies and procedures. IV. Each Neighborhood Council and the Community Forum may apply for, receive and expend grant funds and other donations in accordance with State Law and City purchasing policies and procedures. ---PAGE BREAK--- 7 V. Each Neighborhood Council and the Community Forum may act, in accordance with the law, to increase citizen participation in the governance of the City and to enhance communication between citizens and City officials. Duties of Neighborhood Councils and Community Forum I. Advise the City government on neighborhood and citywide issues. Produce minority reports if not all members agree with the advice given to City Council. II. Report to the City government regarding concerns and interests of the residents in the neighborhood. III. Shall make every reasonable effort to provide eligible members with timely information regarding City initiated projects which impact the neighborhood. IV. Neighborhood Councils must elect one person and one alternate to serve as its representative on the Community Forum V. Strive to increase citizen participation in the governance of the City. VI. Build opportunities for neighborhood communication, neighborhood projects, interaction, and problem-solving. Liability of Neighborhood Council Members Neighborhood Council members performing functions as established under the city charter are covered by the City of Missoula‟s liability insurance. Interaction with City Council Appendix B provides information on how to make a referral to City Council. Five roles under the Missoula Municipal Code outline the ways in which Neighborhood Councils and Community Forum can interact with City Council. 1. Encourage, strengthen and support neighborhood participation in City governance. 2. Increase citizen participation in the governance of the City. 3. Build cooperation and improve communication between citizens and City officials. 4. Make recommendations to the City government on neighborhood and citywide issues. 5. Build opportunities for neighborhood communication, neighborhood-initiated projects, interaction and problem solving. The Community Forum has also met with City Council in the past during Committee of the Whole meetings. In February 2007 Community Forum and City Council members spoke and discussed more specific ways in which Neighborhood Councils and the Community Forum can interact with City Council. ---PAGE BREAK--- 8 a) City Council believes that resolutions from Community Forum are effective and should be utilized. b) Inviting City Council members to leadership team meetings and general meetings is important. c) Establishing a professional decorum during Neighborhood Council meetings, no matter how contentious the issues being discussed, helps when giving advice on the issue to City Council. d) Use website to communicate with citizens and City Council. e) Utilize the Liaison in the Neighborhood Office to provide a better opportunity to communicate with City Council. f) When advising City Council, ensure Neighborhood Council members hear all sides of an issue before voting. Continued discussion with City Council will ensue each year. This is an opportunity for Neighborhood Councils and Community Forum to discuss ideas on communicating and advising city government. ---PAGE BREAK--- 9 Developing your Neighborhood Team Choosing Officers of Leadership Teams Once your Neighborhood Council is organized, the membership will need to choose leaders. Each Neighborhood Council must choose between 5 and 7 leaders. Your bylaws include provisions for electing officers and describe what those positions will be, how often they are elected and the responsibilities of the positions. Leaders provide continuity and accountability for your Neighborhood Council. Orientation to all new leaders will be provided at least annually by the Office of Neighborhoods. Leadership Team Responsibilities Each Neighborhood Council‟s Leadership Team will provide certain roles as defined under your bylaws. The following is a list that outlines the major responsibilities of Neighborhood Council Leaders and should be considered in your bylaws. a) Planning for your Neighborhood Council – Where will it go? What will it do? How will goals be accomplished? b) Organizing your Association – Who will do what? What resources are needed? c) Directing the efforts of citizen volunteers – utilize volunteers, form committees to accomplish larger tasks, make sure to give responsibility and decision making power to volunteers. d) Evaluating you Neighborhood Council‟s Work – Leaders are responsible for making sure that efforts move forward, are continually followed up on, and evaluated to ensure the goal was met. If the goal was not met, what steps are next? e) Neighborhood Communication – Be responsive to your Neighborhood. Seek input from people who are not involved in your Neighborhood Council. Find creative ways to keep people informed about what your Council is doing. f) Public Relations – Develop a positive image in the community for your neighborhood and your Neighborhood Council. Coming together is a beginning. Keeping together is progress. Working together is success. ~Henry Ford ---PAGE BREAK--- 10 g) Resource Development – Identify and solicit resources, such as new members, financial support, meeting space and supplies. h) Leadership and Member Development – Attend Office of Neighborhood training, get members to attend applicable training to ensure members and leaders work together efficiently and effectively. Officer Roles Neighborhood Council bylaws should break down the exact responsibilities of each of the leaders to ensure that leaders understand who does what to make the Council successful. Below is a list of roles for leaders and the respective responsibilities that go with those roles. These are guidelines to help Neighborhood Councils form effective and productive leadership teams. The Chairperson Most Neighborhood Council‟s have two co-chairs one that is the main representative and one that is the alternate representative. The main representative is often what many refer to as the chairperson. This person is the key to the success of the meetings and the council. It is very important that this person be able to be an effective facilitator that can stand on middle ground and help continue discussions. The Chair keeps the meeting running smoothly while allowing participation and is the person who makes sure that people keep to the agenda and the task, both in content and timing. Chair Responsibilities a) Preparing for the meeting; inviting presenters; having an organized agenda; b) Encouraging participation from all; c) Keeping the meeting on the topic and within the time allotted; d) Mediating arguments among members and striving to find middle ground; e) Bringing the issues to a vote as needed; f) Clarifying decisions made by the group and reporting those to Community Forum and City Council; g) Following up on decisions made at the meeting with the City departments or the Office of Neighborhoods if applicable; h) Ensuring the bylaws and parliamentary procedures are followed; i) Meeting with your successor and transferring files, records, and other materials; The Vice or Co-Chairperson Assists the chairperson or in the absence of the chairperson, the vice or co-chairperson conducts the meetings and exercises all the usual duties of the chairperson. Secretary Records the minutes of the meetings and makes sure copies of the minutes, agendas and other Neighborhood Council records are forwarded to the Office of Neighborhoods and the Neighborhood Council webmaster. ---PAGE BREAK--- 11 Treasurer Responsible for the funds of the Neighborhood Council. This position can also be combined with the secretary position. Additional Positions and Chairs Each Neighborhood Council is unique and requires different positions. Some of the more common positions you may want to establish are: Membership Chair This is an important position for the association. The membership chair is responsible for gathering and keeping a database of members and neighborhood residents‟ names, telephone numbers, addresses and emails. This position works with the Office of Neighborhoods to keep this list up-to-date and to send out notices to neighborhood residents. News Editor This position has overall responsibility for overseeing production of any news or newsletters your Neighborhood Council puts out. Training is provided by the Office of Neighborhoods on using the media. Planning/Project Chair This position receives notifications of all planning, project, zoning and subdivision matters affecting the neighborhood and works with the membership chair to get information out to residents. This position also works with the Chairperson to schedule any presentations of planning projects for resident involvement. Web Master This position is responsible for keeping the Council‟s website up to date. Training is offered by the Office of Neighborhoods. ---PAGE BREAK--- 12 [LEFT BLANK INTENTIONALLY] ---PAGE BREAK--- 13 Starting your Neighborhood Council The Bylaws Bylaws contain the rules governing the internal affairs of a Neighborhood Council. They are the constitution of your Neighborhood Council that establishes the legal requirements for the group. Bylaws govern the way you must function and the roles and responsibilities of your officers. All Neighborhood Councils must have bylaws written and adopted by the Neighborhood Council membership, then by the City Council. The bylaws must be filed with the City Clerk‟s Office and will serve as the official document governing your Neighborhood Council. Bylaws should be reviewed periodically. This will help orient new members to the purpose and processes of the Neighborhood Council. Reviewing bylaws will ensure that members and officers continue to meet the Council‟s needs and other legal requirements. Bylaws should also be updated. Neighborhoods grow and ideas about how to effectively organize a neighborhood council change. It is recommended to review bylaws annually and decide if any changes are needed. When bylaws are updated they must be submitted to the Office of Neighborhoods for legal soundness and then adoption by the City Council. Steps to get your Bylaws Approved 1. Draft bylaws written by Neighborhood Council 2. Neighborhood Council gives draft to Office of Neighborhoods for review (1 day turnaround) 3. Office of Neighborhoods gives draft to City Attorney for review (10 business day turnaround) 4. Recommended changes of bylaws are given back to Neighborhood Council 5. Neighborhood Council updates bylaws 6. Neighborhood Council votes to adopt bylaws at a general meeting 7. Once adopted by Neighborhood Council, give adopted bylaws to Office of Neighborhoods. 8. Office of Neighborhoods takes bylaws to City Council for a vote. A recommended bylaw format can be found in Appendix C. ---PAGE BREAK--- 14 Meeting Management Montana Code of Ethics – Regarding Serving on Government Bodies Montana‟s Code of Ethics defines and prohibits conflict between public duty and private interest (MCA 2-2-101). In short, the statue establishes that board members (refers to leadership team members) cannot benefit personally or financially from their position. There can be no “business” conflicts, (includes a corporation, partnership, trust, foundation, or any organization, whether or not operated for profit), financial compensation, or “gifts of substantial value,” generally defined as $50 or more or of substantial value or economic benefit that would tend improperly to influence a board member to depart from impartial discharge of duties (MCA 2-2-102). The statue does not apply to a gift that is not used and returned within three days, food and beverages consumed while participating in events related to board duties, educational materials related to board duties, or an award publicly presented in recognition of public service. Board members may not disclose or use confidential information obtained through the board that would benefit them personally or financially (MCA 2-2-104). Rules of conduct also dictate that a public officer may not use public time, facilities, equipment, supplies or personnel, or funds for private business purposes or, to solicit support for or opposition to any political committee, the nomination or election of any person to public office, or the passage of a ballot issue. Board members may express personal political views and may use public time, facilities, equipment, supplies or funds to determine the impact of, passage or failure of a ballot issue on state or local government operations (MCA 2-2-121). Montana Open Meeting Law The Open Meeting law affords “reasonable opportunity to participate in the operation of governmental agencies prior to the final decision of the agency” (MCA 2-3-202). (‘MCA’ stands for Montana Code Annotated) There are four essential elements in the open meetings law: 1. If a quorum, defined as the number of members legally required to conduct business, is convened by either physical presence or by means of electronic equipment (MCA 2-3-202) and, When you go to meetings and you fail to prepare, prepare to fail. It is simple but true. ~unknown ---PAGE BREAK--- 15 2. Members will hear, discuss or act upon issues that it has jurisdiction over (MCA 2-3-202) then, 3. The meeting must be open to the public and the press must be permitted to record the meeting (MCA 2-3-211) and, 4. Appropriate minutes of all meetings shall be kept and made available for the public (MCA 2-3-212). Each board must adopt coordinated rules to facilitate public participation in decisions that are of significant interest to the public (MCA 2-3-103). These include a schedule of regular meeting times and agenda prepared and posted sufficiently in advance to provide notice of the topics to be discussed and actions to be considered. The public must also be afforded a reasonable opportunity to offer information and opinions, either orally or written, before final decisions are made. A matter of significant public interest is defined as one “involving any non- ministerial decision or action which has meaning to, or affects a portion of the community.” Discrepancies as to whether a meeting is a significant public interest should always err on the side of transparency and opportunities for public participation. Exceptions are detailed in MCA 2-3-203 and include the following: whether the discussion relates to a matter of individual privacy and if the presiding officer determines that the demands of individual privacy clearly exceed the merits of public disclosure; litigation when a meeting would have a detrimental effect on the litigating position or; any judicial deliberation in an adversarial proceeding. The agenda for a meeting, as defined in MCA 2-3-202, must include an item allowing for public comment on any public matter that is not on the agenda of the meeting and that is within the board‟s jurisdiction. However, the board may not take action on any matter discussed unless specific notice of that matter is included on an agenda and public comment has been allowed on that matter. Public comment received at a meeting must be incorporated into the official minutes of the meeting, as provided in MCA 2-3-212. Planning Meetings (See Appendix D for a checklist to use while planning your meeting) I. Agenda Building, Public Notice, Topics and Guest Speakers Agenda Building (Example of a fixed agenda can be found in Appendix G1) The agenda states the purpose, time and goals of the meeting. It outlines each topic to be covered, presented on, voted on and designates an amount of time allotted to each subject. The agenda should also list who is responsible for each topic and the type of action needed to help clarify the goals and direction of the meeting. The agenda must be written prior to the meeting and sent out in ---PAGE BREAK--- 16 advance so people know what to expect of them. Try to have enough copies for all attending the meeting. The agenda for a meeting must include an item allowing public comment on any public matter that is not on the agenda of the meeting. However, the Neighborhood Council may not take action on any matter discussed unless specific notice of that matter is included on an agenda and public comment has been allowed on that agenda. Also, each voting item on the agenda must allow time for public comment. Points to consider when preparing an agenda: a) Set realistic time allotments for presentations and issues that require a vote. Take into consideration public comment. b) Select a moderator for the meeting. Many times this is the Neighborhood Council chair. c) Prioritize issues. d) Stay on track, start on time and end on time. e) Plan the agenda to mix items of importance. Don‟t save big decisions for the end, when people are tired or some have left the meeting. f) List each item. Include who is responsible for the presentation, what kind of action is needed and the time allotted. g) Put a time limit on public comment (minimum 3 minutes) adhere to the rule with all comments. h) At the opening of a meeting, ask for public comment on items not on the agenda. These comments/issues cannot be voted on. Only agenda items noticed in advance can be voted on, comments/issues brought forth at the meeting can be noticed and voted on at the next month‟s meeting. i) Include an ending time for the meeting and stick to it. Public Notice Public notice is defined under the open meeting law. In summary, the law does not contain any explicit notice requirements. Therefore, it is not always necessary to do a mailing to the full neighborhood in regards to every general meeting. My suggestion is to build an email list, a mail list (in lieu of email) and a phone tree in order to provide sufficient notice of meetings. This is especially important when moving to more general meetings since the mailing budget is not sufficient in covering mass mailings of all general meetings. Consider the following when determining the extent of public notice to be given, if at all: a) Are there matters of “significant public interest” on the agenda? b) Is there an action item which has meaning to and deserves to be considered by the people it affects? c) What method of notice is best, given financial resources and significance of issues on the agenda? The public meeting statute does not require Neighborhood Councils to utilize a specific method of notification. ---PAGE BREAK--- 17 Appendix E contains information on how to send a mailing to your entire neighborhood. This is one way to give public notice. Appendix F contains information on how to send your meeting notice to local community calendars. This is another way to give public notice. Topics Leadership Teams choose the topics presented on, voted on or discussed during Neighborhood Council meetings. However, the topics should have some basis behind why they need to be presented, discussed or voted on. Finding topics for discussion about your neighborhood can be found in a few ways: City planning documents, neighborhood surveys, from City Council representatives, past neighborhood meetings etc. To get started with regular meetings that encourage attendance, identify what is happening in your neighborhood that people want more information on and/or look at current city documents that show what will be happening in your neighborhood. City departments conduct planning regularly that shows what projects will occur each year. Neighborhood Councils may also hold candidate forums as a means to inform citizens on candidates running for office in the boundaries of the Neighborhood Council. All candidates must be invited and extended the same opportunity to answer questions and debate during the forum. Public Works - promotes and oversees construction and maintenance of the City's infrastructure - the streets, sewers, sidewalks, traffic signals and signing, street lights, and other public facilities. Each year Public Works plans projects in January for the upcoming year. As a neighborhood you can get involved in proposing a project in your neighborhood or seeing what projects will be happening in your neighborhood and request a presentation. Public Works also has a Traffic Calming Program to implement traffic calming techniques, when appropriate, in response to neighborhood requests for assistance with residential traffic concerns. Techniques are, typically, installation of one or more devices in the street that make it inconvenient for drivers to drive fast or to use the street as a throughway. Solicitation for applications of traffic calming are due in late fall, early winter. Your Neighborhood Council could request a presentation on the Traffic Calming Program and at a separate meeting determine if there is a need for this program in the neighborhood. Parks and Recreation – provides quality recreation programs, well-maintained parks and trails, and an abundance of open space lands. Each year Parks and Recreation plans projects from October to December. Those projects are started in the spring of the following year. As a neighborhood you can ---PAGE BREAK--- 18 get involved in proposing a project in your neighborhood or seeing what projects will be happening in your neighborhood and request a presentation. Parks and Recreation also has a cost sharing, tree planting program. As a neighborhood you can identify boulevards that are in need of trees and work with Parks and Recreation to get the trees planted. Tree planting can be a neighborhood initiated project that builds community and interest in Neighborhood Councils. Office of Planning & Grants (OPG) - enhances the ability of the City of Missoula and Missoula County to plan for future development of the City and County so that a county-wide pattern of community-building, land use, and conservation that reflects the environmental, economic, aesthetic, and social values of city and county residents is achieved. OPG works on planning projects that span a number of years. Currently, OPG is conducting the following planning projects (updated Feb 2008): 1. City of Missoula Zoning and Subdivision Code Re-write 2. Greater Downtown Master Plan For more information on these projects go to: www.co.missoula.mt.us/opgweb Your Neighborhood Council could request a presentation on any of the planning projects OPG is working on and decide in what way your neighborhood would like to participate in giving feedback to OPG on these plans. You may only choose to participate and give feedback in a few of the projects or all four. It depends on what impact the projects will have on your neighborhood. OPG Programs Crime Victim Advocate Program OPG also houses the Crime Victim Advocate program, which is committed to providing free and confidential services to survivors of violent crime, including information, opportunities, advocacy, and support, especially in the civil criminal justice system processes. Neighborhood Councils can request a presentation on the program Grant Programs Finally, OPG‟s grant programs include County Human Service and Special Fund Grant Programs; City CDBG and HOME Entitlement and Title I Grant Programs; City and County Public Service, Housing; Public Facilities, and Economic Development Grants Programs; and Historic Preservation. Grant programs address a variety of issues affecting the quality of life and livability in the City and County in the following general categories: housing and homelessness; economic development; infrastructure/public facilities; victim ---PAGE BREAK--- 19 assistance; human/public services; youth programs; and historic and cultural preservation. It is the goal of the Grants Division to work effectively with the public, elected officials, community-based organizations and other agencies to help analyze and address problems identified by the community; develop appropriate program responses to meet identified needs; and secure necessary resources for implementation of effective solutions. It is also a goal to increase public education and discourse in the community to engender a greater sense of mutual responsibility and participation in problem solving and planning for the future. The Grants Division works with community groups to address identified concerns through assessments of needs and resources, program development, preparation of competitive grant applications, and fund administration. Neighborhood Councils can request a presentation on the grant programs through OPG. It is possible that at a later date neighborhoods may identify a need that can be helped through a grant program. The Office of Neighborhoods has a City Guide for Neighborhood Councils to utilize to determine who to call for presentations. Guest Speakers Local speakers from non-profits, businesses, Chamber of Commerce, City departments etc. can come to your Neighborhood Council meeting to speak on an issue listed on the agenda. Guest speakers should have strong knowledge in the area being discussed. Multiple speakers with varying viewpoints may be invited, especially if the topic is controversial and all view points are needed to make a decision or vote. A speaker is a good addition to a meeting, lending knowledge and expertise to topics and is a way to get more neighbors interested in attending the meetings. Leadership Team members should ensure that speakers are treated respectfully by citizens as they are only an information source, particularly if the topic is a controversial issue. Setting up Meetings I. Group environment, room layout, and items needed. Group environment, room layout and items needed. Groups of people that come together for a given purpose create a dynamic that can be fostered positively. Enhancing the environment of meeting spaces can promote and foster a desire in citizens to want to show up at a meeting as well as promote participation in meetings. Are there signs from the parking area? Signs guide the person to the right room. Without signs many people may feel unsure if they are in the right area, if they ---PAGE BREAK--- 20 go to a door that is locked they may give up and leave. This promotes a negative view of the meeting and the citizen may not come back. Is there a table in the entry way? The table should have copies of the agenda, a sign-in sheet and a greeter to welcome people and answer questions about the meeting agenda items, process etc. Just having a table with agendas and a sign in sheet can cause new participants to feel unwelcomed. Providing a greeter at each meeting ensures people feel welcomed and supported in being there and allows them to ask any questions about the process or the agenda items in advance. This helps participants feel welcome and ultimately supports their participation in the meeting. Is there a way for people to give feedback? Many times presenters come to meetings, give valuable information and let citizens know comments are being taken. However, the speakers do not have information on how to submit comment or where. Create a form that gives people information on how to give feedback on issues presented at the meeting. Are there refreshments and snacks available? Many people come to meetings 10 to 5 minutes early. This is a chance for neighbors to meet one another and build relationships with one another. It is also a time to for leaders to mingle, welcome new members and introduce new members to other neighbors. Is the room set up? Make sure to put chairs out for participants. Leaders should sit at the front of the room and participant chairs should face the leaders in a classroom style arrangement. Where do people stand to give public comment? Public comment at neighborhood councils does not need to be as formal as at City Council meetings. Asking people to stand up from where they are seated is usually sufficient. Running Meetings I. Robert‟s rules of order, privacy, minutes, Roberts rule of order By the time you get to the actual meeting, you should have already set an agenda, marked the voting items and noticed the meeting. Prior to each meeting you should also choose a moderator for the meeting that progresses the agenda, ensures that decisions are reached in an orderly, equitable and deliberative manner. Many times there is just one moderator, the chair of the Neighborhood Council. Setting a detailed agenda and appointing a competent moderator helps ensure order of the meeting as well as the balance of the rights of all opinions, majority and minority, and consideration of one subject at a time. Robert‟s Rule of Order Roberts Rule of Order is just that, rules to ensure order such as: ---PAGE BREAK--- 21 1. Making Motions (that are in order) 2. Obtain Permission to Speak (properly) 3. Opportunity to Speak 4. Courtesy (everyone follows the same rules, obtains the same respect, is heard and is polite to one another). Handouts for parliamentary procedure and Robert’s Rule of Order are provided in Appendix G. Privacy All neighborhood council general meetings and leadership team meetings are open to the public. There may be times when privacy needs to be kept and the meeting needs to be closed. Consider the following when trying to determine privacy over the merits of public disclosure. 1. Determine if the issue being discussed includes an individual‟s privacy and if the person has an actual or subjective expectation of privacy 2. Determine the demands of privacy, is society willing to recognize the expectation of privacy as reasonable? Who will be receiving this information and where will this information go if given out? 3. Then determine the merits of public disclosure. 4. Finally, decide whether demand for privacy clearly outweighs the demand for disclosure. Appendix H has a diagram that can help with determining if an issue is private. If it is still unclear whether to discuss the matter publically or privately, erring on the side of privacy is better. The City Attorney‟s office & the Office of Neighborhoods is available to consult with if this issues arises. Minutes Minutes must be taken for any open public meeting, including leadership team meetings. Meeting minutes need to reflect the following: Summary of public comment – this serves as the record of the majority and the record of the minority. All deliberation on a voting item The vote outcome (ex: 70 ayes, 10 nays) General discussion on meeting content What does not need to be in the minutes? “It is better to not release information then to release information and find out later that it should not have been released.” ---PAGE BREAK--- 22 A complete summary of an informational presentation that is not being voted on, just include a brief description of the presentation and who gave it. General discussion about meeting process If at a public meeting there were only items discussed that do not need to be in the recorded minutes then a reflection that no public comment was given and there was not a vote or deliberation on a vote should be submitted as the official minutes for the meeting. Leadership Team Meetings All votes at leadership team meetings can only be as the leadership team and not on behalf of the neighborhood. All votes submitted by the leadership team to the city or City Council must reflect the views of the leaders and identify which leaders were present. In general, leadership team meetings should be held to put together an agenda for the general meetings. It is better to allow neighborhood input on all items, regardless of importance, at general neighborhood meetings. It is most efficient to hold general meetings and short leadership team meetings to produce the agenda for the upcoming general meeting. Leaders should report at general meetings what the leadership team has been doing. After the Meetings The level and amount of follow up required after a meeting is dependent on what was on the agenda, what was voted on and where that information needs to be shared. a) If an item was voted on the details of that vote should be given to the appropriate city department, organization or City Council. Make sure to provide the outcome of the vote, the number of ayes, nays, abstentions as well as the public comment from the vote. (Public comment serves as the minority and majority report) b) If there was public comment on an item that the group felt should be presented at the next meeting, make contact with the next presenter well in advance to make sure they have time at your next meeting. c) Update your website with the adopted minutes from this meeting. Also, try to get the draft minutes of the current meeting on your website as soon as possible. Getting a draft online helps neighbors utilize the information as well as share it with others. This can help increase citizen participation. d) Finally, all neighborhood meetings, general or leadership, must be documented by the Office of Neighborhoods. Electronically, send the agenda for the meeting and any minutes adopted at the meeting to the Office of ---PAGE BREAK--- 23 Neighborhoods. Our office serves as the official record keepers of public neighborhood meetings. ---PAGE BREAK--- 24 [LEFT BLANK INTENTIONALLY] ---PAGE BREAK--- 25 Neighborhood Programs through the Office of Neighborhoods Neighborhood Project Funds Large Neighborhood Grant Program The Neighborhood Large Project Grant program provides $20,000 each year to neighborhood-initiated or sponsored projects. Grantees can apply for a maximum of $3000 to conduct neighborhood planning, neighborhood improvement and neighborhood outreach. Neighborhoods are asked to submit a letter of intent in May or June of each year. The letter only needs to define your intent in creating a neighborhood project, what the project would entail and where the neighborhood is at in planning this project. Once the Office of Neighborhoods receives the letter a meeting will be set up with neighbors, our office and the corresponding City department that can help the neighborhood move the project forward. In September of each year, the Office of Neighborhoods will release a request for proposal, from those intending to apply, to garner grant applications for neighborhood projects. Large projects must be within City limits and benefit neighborhood residents. The goal is to strengthen neighborhood participation and build opportunities for neighborhood communication, neighborhood-initiated projects, interaction and problem-solving. An application will be available and a pre- application workshop will be scheduled to help neighborhoods apply for the grant. Small Neighborhood Grant Program The Neighborhood Small Project Grant program provides $2,000 each year to small neighborhood projects. Small projects must be within City limits and benefit neighborhood residents and can be applied for on a basis using a one page application form available at www.missoula-neighborhoods.org. The Community Forum will review and approve small project grant applications not to exceed $200 each at their meetings. Small project grants can be used for individual projects or combined with other matching funds to fund a smaller project in the City or that benefits City residents that does not otherwise qualify for Large Neighborhood Project Funds. Outstanding Volunteer of the Year Award The Community Forum and the Office of Neighborhoods established this award to recognize individuals who have significantly impacted their neighborhood in a positive way through volunteerism. It also honors the significance of local volunteerism and dedicated neighborhood service. Nomination requests go out by October and an „Outstanding Volunteer of the Year‟ is announced by the end of the calendar year. ---PAGE BREAK--- 26 Neighborhood Training Series The training series happens each year between January and April. A Neighborhood Orientation is offered first and then a set of „skills‟ training is offered once a month through March or April. Neighborhood Councils help determine what skills they would like to learn and our office works to set up the training for community members. Bus Tours Bus tours occur each year in May and October. The Bus Tour is utilized as a way for City departments, City Officials and neighborhood representatives to tour neighborhoods. Each bus tours focuses on a specific aspect of the neighborhood for example, in 2007 the bus tour focused on what zoning each neighborhood liked and disliked in their area. In 2006 the tour focused on positive things happening in the neighborhoods. Each year the focus changes in order to continually learn more aspects of each Missoula neighborhood. Other Program Ideas Neighborhood programs, as listed above, are developed to create neighborhood investment, neighborhood building, promotion of neighborhood volunteerism, and an understanding of Missoula neighborhoods. As members of Neighborhood Councils you have the ability to start new programs through the Office of Neighborhoods that can increase the visibility of neighborhoods, neighborhood volunteers, neighborhood businesses, residences etc. If you have an idea of a great new program, contact the Office of Neighborhoods and request to present the idea to Community Forum. Community Forum can help get the program started and organize the details of how it will be promoted. ---PAGE BREAK--- 27 Neighborhood Council Financial Resources General Budgets Each Neighborhood Council has their own general budget of $800/year to spend on neighborhood related expenses. Examples include meeting room expenses, meeting refreshments, postage, copies or anything related to the neighborhood councils activity during the year. Mailing Supplement Each Neighborhood Council is also given a mailing supplement budget, to be used specifically for neighborhood related mailings printing and postage. The entire mailing budget is $10,000 and is divided among each Neighborhood Council by population. The budget is determined by the following formula: a) Population of NC as % of total population $10,000 = Mailing budget Appendix I contains information on ‘How To’ utilize neighborhood funds. Role in Budget Process Each Neighborhood Council and the Community Forum may submit a budget proposal each year pursuant to the City-established review processes and procedures for consideration, review and approval by the Mayor and the City Council. The review process is presented at Community Forum. Often Community Forum asks neighborhood representatives to take the budget review information to their neighborhoods and to return with suggestions. These suggestions are compiled into one document and approved by Community Forum to be presented to the City Council and the Mayor. Appendix J contains information on the Office of Neighborhoods timeline. Neighborhood Websites Each Neighborhood Council has its own website through the Office of Neighborhoods website at www.missoula-neighborhoods.org. Appendix K has a cheat sheet on ‘How To’ update your website. The Office of Neighborhoods can also provide training to each neighborhood as needed.