Document Missoula_doc_e1d2160bf5

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. ---PAGE BREAK--- A1 Missoula Municipal Code Chapter 1.18 Neighborhood Council and the Community Forum Section 1. Section 1.18.010 Purpose A) The City of Missoula recognizes that our democracy is enriched by the active participation of an informed citizenry. Therefore, it is the purpose of this ordinance to strengthen neighborhood participation in City governance where such participation exists, and to encourage and support neighborhood participation in City governance where it does not yet exist. B) Pursuant to Article VI, Section 6.1(2) of the Missoula City Charter, Neighborhood Councils are hereby established to provide a structure for increased citizen participation in the governance of the City, and to build cooperation and improved communication between citizens and City officials. C) Pursuant to Article VI, Section 6.1(4) of the Missoula City Charter, a Community Forum is hereby established to provide an arena for Neighborhood Councils to come together, share information, and make recommendations to the City government on neighborhood or citywide issues. D) Neighborhood Councils and Leadership Teams are encouraged to build opportunities for neighborhood communication, neighborhood-initiated projects, interaction, and problem- solving. Section 2. Section 1.18.020 G) Vacant position—A Community Forum Representative, Community Forum Alternate, or Neighborhood Council Leadership Team member’s position shall be considered vacated if one or more of the following conditions apply: the member no longer resides within the Definitions A) Neighborhood Council - includes all residents physically located in one of the neighborhood districts. B) Community Forum - a body consisting of one representative and one alternate elected by each Neighborhood Council. C) Regularly or regular basis - reporting information on neighborhood and citywide issues with sufficient frequency and consistency for citizens to engage in informed participation in the City policy making process. D) Timely or timely manner - reporting information on neighborhood and citywide issues in sufficient time for citizens to engage in informed participation in the City policy making process. E) Modified town meeting process - consists of three key features: all members of the Neighborhood Council, as defined in above, who attend meetings shall participate in the conduct of business and the process of deliberation and decision making; each leadership team shall make every reasonable effort to provide members with timely notice regarding the location and agenda of all Neighborhood Council meetings; Neighborhood Council meetings shall be conducted by a moderator selected by the Neighborhood Council. F) Neighborhood Liaison—A liaison under the supervision of the City Clerk who facilitates communication between the City government and the Neighborhood Councils and the Community Forum, pursuant to Article VI, Section 6.2(8) of the Missoula City Charter. ---PAGE BREAK--- A2 Neighborhood Council boundaries; the member has submitted written resignation (via U.S. mail or email) to the Neighborhood Liaison of his/her resignation; the member has abandoned the position demonstrated by a failure to respond to three or more written attempts by the Neighborhood Liaison to contact the member. Section 3. Section 1.18.030 A) Each Neighborhood Council and the Community Forum may advise the City government on neighborhood and citywide issues. Authority B) Each Neighborhood Council and the Community Forum shall adopt bylaws governing the conduct of its business. Such bylaws shall be approved by the City Council. C) 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. 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. Neighborhood Council and Community Forum spending is subject to the oversight of the City Council. D) Each Neighborhood Council and Community Forum may apply for, receive and expend grant funds and other donations in accordance with State Law and City purchasing policies and procedures. E) Each Neighborhood Council and the Community Forum may act, in accordance with law, to increase citizen participation in the governance of the City and to enhance communication between citizens and City officials. F) The Neighborhood Councils, the Community Forum, or the Neighborhood Liaison shall have the authority to call a meeting of a Neighborhood Council. Section 4. Section 1.18.040 A) Each Neighborhood Council and the Community Forum shall advise the City government on neighborhood and citywide issues. Each Neighborhood Council or the Community Forum shall determine the issues on which advice will be given. Those members of a Neighborhood Council or the Community Forum who disagree with advice to be given to the City government shall have a reasonable opportunity to produce a minority report. If such a minority report is produced, it shall accompany the advice submitted to the City government. Duties B) The Community Forum shall be a venue for Neighborhood Councils to share skills and information. The Community Forum shall be a place for neighborhoods to discuss neighborhood issues with multi-district or citywide implications, and shall be a place where neighborhoods may seek community-wide support for projects and goals. The Community Forum shall observe the operation of the Neighborhood Councils system and make recommendations for changes to Neighborhood Councils, City officials, and the City Council. C) Each Neighborhood Council and the Community Forum shall report to the City government regarding concerns and interests of the residents in the neighborhoods and in the City as a whole on a regular basis, and in a timely manner. D) Each Neighborhood Council shall make every reasonable effort to provide eligible members with timely information regarding City-initiated projects which impact the neighborhood. ---PAGE BREAK--- A3 E) All residents shall be eligible for voting and decision making in the Neighborhood Council. No person shall have more than one vote. Representatives from businesses, schools and other organizations are welcome to participate in neighborhood councils and the Community Forum, but may not vote. F) Each Neighborhood Council shall elect one person and one alternate to serve as its representative on the Community Forum. G) Each Neighborhood Council and the Community Forum shall strive to increase citizen participation in the governance of the City. H) Neighborhood Councils and Leadership Teams are encouraged to build opportunities for neighborhood communication, neighborhood-initiated projects, interaction, and problem- solving. Section 5. Section 1.18.050 A) Each Neighborhood Council shall elect a leadership team in accordance with its bylaws to perform administrative functions on behalf of the Neighborhood Council. Leadership Team B) Each Neighborhood Council shall strive to have a leadership team that consists of between five and seven persons. Each Neighborhood Council shall structure the team according to the Council's needs. C) The functions of a leadership team shall include, but shall not be limited to: convening and administering Neighborhood Council meetings; establishing a nominating committee to seek candidates for leadership team positions and for the Community Forum representative and alternate; appointing replacements for leadership team positions, and Community Forum representative and alternate positions, when such positions become vacant prior to regularly scheduled Neighborhood Council general meetings or elections; communicating with City government as directed by the Neighborhood Council and with Neighborhood Council members; communicating with the Community Forum and with the Neighborhood Liaison; assisting in establishing and implementing communication system components such as telephone trees, an annual survey, neighborhood kiosk; promoting participation in City governance; and establishing committees to carry out these and other functions as appropriate. In the event that the Leadership Team has appointed any replacement as provided for above, elections shall be held for that appointed position at the next general Neighborhood Council meeting. D) Neighborhood Councils and Leadership Teams are encouraged to build opportunities for neighborhood communication, neighborhood-initiated projects, interaction, and problem- solving. Section 6. Section 1.18.060 Meetings A) Neighborhood Council meetings shall be conducted using a modified town meeting process. All members of the Neighborhood Council, as defined in Section 1.18.020(A) above, who attend meetings are encouraged to participate in the conduct of business and the process of deliberation and decision making. B) Each Neighborhood Council and the Community Forum shall establish rules for decision making and adopt bylaws subject to the approval of the City Council. Suggestions for bylaws may be found in the Neighborhood Councils handbook. C) Each Neighborhood Council shall meet with the residents of its neighborhood district on a regular basis. ---PAGE BREAK--- A4 D) All Neighborhood Council and Community Forum meetings shall be noticed and conducted in accordance with relevant city, state, and federal statutes including the Montana Open Meeting Law, Public Participation in Government Operations statute, and the Americans with Disabilities Act, and in accordance with Neighborhood Council or Community Forum bylaws. Each Neighborhood Council and the Community Forum shall be responsible for fulfilling city, state, and federal meeting notification and location requirements. Official records including meeting minutes, agendas and bylaws of Neighborhood Councils and the Community Forum shall be filed by the City Clerk in accordance with state law. E) All decisions regarding budget proposals; election of leadership team members; election of the Community Forum representative; and advice to the City government shall be made by a meeting of the Neighborhood Council. Section 7. Section 1.18.070 C) Neighborhood Councils may request boundary modifications in accordance with their bylaws, subject to approval of the City Council with input from the Community Forum. Community Forum will evaluate boundary modification requests, considering factors such as the City’s Charter requirements, population density, geographic area, existing landmarks, and neighborhood support. Boundary modifications may address, but are not limited to, the following situations: Boundaries A) Every part of the City shall be included in a neighborhood district. Neighborhood district boundaries shall not overlap. B) Initial boundaries for each neighborhood district shall be established as delineated in the Neighborhood Council Proposal Map of March 19, 1997. 1. Boundary line modification between existing Neighborhood Councils, as agreed upon by all affected Neighborhood Councils. 2. Subdivision of an existing Neighborhood Council into multiple Neighborhood Councils. 3. Creation of a new Neighborhood Council to integrate newly annexed or subdivided properties. D) The Community Forum will forward recommendations for boundary modifications to the City Council for final approval and funding. Section 8. Section 1.18.080 C) To ensure that the City is able to comply with paragraph above, the City of Missoula shall examine its project development schedules and alter these schedules to conform with the following standard: that project development schedules include early notification and time sufficient to enable citizens to participate in an informed manner in the policy making process concerning projects under development. All project development schedules Responsibilities of the City A) The City of Missoula shall work with each Neighborhood Council and the Community Forum to strengthen neighborhood participation in City governance where such participation exists, and to encourage and support neighborhood participation in City governance where it does not yet exist. B) The City of Missoula shall provide information on City and neighborhood issues to all Neighborhood Councils and the Community Forum regularly and in a timely manner. The City shall make every reasonable effort to provide Neighborhood Councils and the Community Forum timely information regarding City-initiated projects which impact their neighborhood. Any additional notification shall be made at important project milestones (if any) and whenever communications are required by ordinance. ---PAGE BREAK--- A5 initiated one year following this examination shall conform to the standard contained in this paragraph, except projects initiated during and in response to a City emergency. Such emergency projects shall be exempt from the communication process described in this ordinance. D) The City-initiated projects to which paragraphs and above refer include, but are not limited to: Wastewater Facilities Plan Updates, Amendments to Zoning Plans, Annexations (10 parcels or more), Annual Sidewalk Program, Annual Street Maintenance Program, CIP Hearings, Community Development Block Grant, Special Meetings, Comprehensive Planning Changes, SID Maintenance Districts (perpetual), Zoning and Rezoning Requests and proposals, Legal Notifications from City Clerk, New Special Improvement Districts, Park Development Projects, Subdivision Proposals, Annual Snow Removal Plan Modifications, Street Vacations, Transportation, Master Plan Amendments, Non-motorized Master Plan Modifications and Implementation of Major Projects, Annual Transportation Improvement Program E) Pursuant to Article VI, Section 6.2(8) of the Missoula City Charter, the city shall designate a liaison between City government and the Neighborhood Councils and the Community Forum. This position shall be known as the Neighborhood Liaison. The Neighborhood Liaison shall report directly to the City Clerk. The Neighborhood Liaison shall work directly with Neighborhood Councils and the Community Forum to: strengthen neighborhood participation where it exists and encourage neighborhood participation where it does not yet exist; train participants; promote inclusiveness; facilitate communication between Neighborhood Councils, the Community Forum, and the City of Missoula; and in general coordinate the functioning of the Neighborhood Council system. F) The City Council shall provide funding reasonable and sufficient to support the efforts associated with the formation and operations of Neighborhood Councils and the Community Forum. Section 9. Section 1.18.090 A) Nothing in this ordinance shall preclude any individual or individuals from access to, or participation with, the City Council, the Mayor, or City departments. Section 10. Severability. If any section, subsection, sentence, clause, phrase or word of this ordinance is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. The council hereby declares that it would have passed this ordinance and each section subsection, sentence, clause, phrase, and words thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases or words have been declared invalid or unconstitutional, and if for any reason this ordinance should be declared invalid or unconstitutional, then the remaining ordinance provisions will be in full force and effect. Implementation PASSED by 12 Ayes, 0 Nays, 0 Abstain, 0 Absent vote and APPROVED BY THE MAYOR THIS 22nd DAY OF January, 2007. ATTEST: APPROVED: Martha L. Rehbein John Engen Martha L. Rehbein, City Clerk John Engen, Mayor (SEAL) ---PAGE BREAK--- B1 Referral to City Council Committee Neighborhood Councils are able to make a referral to a City Council committee. Once a referral is made to a City Council committee, members of that committee hear the referral and vote to either pass the referred item or deny the item. Referred items that pass through the committee are then sent to City Council for a full council vote. In order to make a referral the following steps must be made by the Neighborhood Council: 1. Any referral to a City Council committee must be made and voted on by a meeting of the Neighborhood Council. 2. After the referral receives support from the Neighborhood Council, it is strongly recommended that the referral go before Community Forum for a presentation and vote. Support of Community Forum is a benefit to any referral. 3. Once the referral is voted on by Community Forum the Neighborhood Council needs to work with Marty Rehbein, City Clerk to fill out the referral template (attached), to determine what committee will hear the referral, and to determine the timeline for the referral. Marty Rehbein can be reached at 552-6078 or [EMAIL REDACTED]. ---PAGE BREAK--- B2 City of Missoula, Montana Item to be Referred to City Council Committee Committee: Item: Date: Prepared by: Initiated by: Action Required: Insert what the City Council needs to do to act on this item (set a public hearing, approve/deny, adopt, confirm, appoint, etc.) Recommended Motion: I move the City Council… Timeline: Referral to committee: Committee discussion: Council acts to set hearing: List only if hearing is required, otherwise delete Public Hearing: List date only if hearing is required, otherwise delete Deadline: List deadlines associated with the item, if applicable, otherwise delete Background and Alternatives Explored: Explain the item’s background including timelines, relevant statutes or ordinances, key dates, alternatives considered, explain implications for citizens, wards, the city, etc and any information that is relevant to the item here. Try to anticipate the questions a council person would have about the item and answer them here. Financial Implications: List any financial implications here. Attachments: Hyperlink to attachments here ---PAGE BREAK--- C1 Recommended Bylaw Format/Sections These recommended bylaws outline the information that should be included in your Neighborhood Council bylaws. The recommended outline has been updated since the last model bylaws of 1997. Neighborhood Councils are free to create bylaws that are reflective of their Council. Neighborhood Councils are encouraged to update and change bylaws as needed. All bylaws must be submitted to the Office of Neighborhoods prior to a vote by the neighborhood. The bylaws will then be reviewed by the City Attorney for legality and then the neighborhood can adopt they bylaws at a general meeting. Article I Purpose Section 1 Name of Organization Section 2 a. To enhance the livability of the area by: Purpose of organization b. To provide an open process by which all neighborhood residents may involve themselves in the affairs of the neighborhood. c. To increase citizen participation in the neighborhood. d. To provide an avenue for citizens to make recommendations and communicate with City Council and City government. e. Others? Article II Membership Section 1 Membership in organization shall be open to all residents in the Neighborhood Council. No person shall have more than one vote. Membership Qualifications Representatives from businesses, schools and other organizations are welcome to participate in neighborhood councils and the Community Forum, but are not recognized at members and may not vote . (The underlined language needs to be in all bylaws) Article III Elections and Vacancies Section 1 A notification of pending elections shall be given at least 15 days prior to the scheduled elections. Notification may be by direct mail, postings in the district, notice on the web page, in the newspaper or a combination of the above. Notification shall include date, time and place for the election as well as information on the nomination procedure for leadership team candidates. Notification of Election Section 2 Members shall be elected annually by a vote of the membership at its annual meeting in (month). Nomination of officers will take place. The names of all candidates for the officer slate shall be placed in nomination. Ideally leadership teams would reflect the diversity of their neighborhoods by including a variety of occupations and ages, both genders, homeowners and renters. Ballots shall be used for voting for officers. Quorum must be present for the election to occur. Election of Leadership Team members ---PAGE BREAK--- C2 Section 3 If a vacancy occurs on a neighborhood council leadership team due to resignation, moving out of the district or death, the nominations committee shall solicit replacement candidates and the vacant position shall be filled at the next general meeting. Vacancies on Leadership Team Article IV Membership Meetings Section 1 General meetings of the neighborhood council are recommended to be held but must be held at least once a year. meetings, reoccurring meetings help form stability, active participation and effective communication in neighborhood councils. General Membership Meetings: Section 2 The chairperson shall prepare the agenda for general meetings of the membership. Agenda 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 . (The underlined language needs to be in all bylaws) Section 3 Define quorum for general meetings, how many voting members must be present for a quorum to exist. This should be at least one more person than is on the leadership team. Quorum Section 4 Meetings of the Community Forum and the Neighborhood Councils shall be open to the public and subject to the Montana Open Meeting and Public Participation Laws. Meeting agendas and minutes must be filed with Office of Neighborhoods. Open Meeting Law Section 5 a. Neighborhood Council meetings shall be conducted using a modified town meeting process. All members of the Neighborhood Council who attend meetings are encouraged to participate in the conduct of business and the process of deliberation and decision making. Procedures b. Neighborhood Councils may choose to make decisions by majority vote or consensus (general agreement). Decisions made by a majority vote must be accompanied by a minority report. Decisions regarding budget proposals, selection of leadership team meetings, selection of the Community Forum representative and advice to City government must be made at a neighborhood council meeting and cannot be delegate to any individual, subcommittee, or leadership team. ---PAGE BREAK--- C3 c. All Neighborhood Council and Community Forum meetings shall be noticed and conducted in accordance with relevant city, state, and federal statutes including the Montana Open Meeting Law, Public Participation in Government Operations statute, and the Americans with Disabilities Act, and in accordance with the organizations bylaws. d. Official records including meeting minutes, agendas and bylaws of Neighborhood Councils and the Community Forum shall be filed with the City Clerk in accordance with state law. e. Each Neighborhood Council shall establish rules for decision making and conduct of meetings (e.g. Roberts Rules of Order). The rules must ensure order, fairness and consistency in the conduct of business and will be subject to review by the Office of Neighborhoods. Article V Leadership Team Section 1 Each Neighborhood Council shall strive to have between five and seven persons on leadership team. Number on Leadership Team Section 2 All Community Forum and Neighborhood Council officers shall serve a term of one or two years, to be determined by each organization. Staggered terms are recommended for continuity and rotated terms shall be filled at the next general meeting. Term of Office Section 3 If a vacancy occurs on a neighborhood council leadership team due to resignation, moving out of the district or death, the nominations committee shall solicit replacement candidates and the vacant position shall be filled at the next general meeting. Leadership Team Vacancies Section 4 See pages 9 - 10 of this handbook for examples of officer duties. Duties of Leadership Team Officers Article VI Committees The Community Forum and the Neighborhood Councils shall designate standing committees, their responsibilities, method of operation, provide for periodic review, and may terminate standing committees. The Neighborhood Council Leadership Teams shall establish a permanent nominations committee whose function shall be to identify and recruit future leadership team candidates. If elections/selections do not fill all available leadership team positions, the nominations committee shall solicit additional nominees and the vacant positions shall be filled with an election at the next general meeting. ---PAGE BREAK--- C4 Article VII Expenditures All expenditures of the Neighborhood Councils or their committees shall be made with approval from (number of members) on the Neighborhood Council leadership team and signed off by the treasurer. All expenditures related to Neighborhood Council budgets held at the Office of Neighborhoods must be processed in accordance to city fiscal procedures. See Appendix C for the correct procedure. Article VIII Boundaries Section 1 Every part of the City shall be included in a neighborhood district. Neighborhood district boundaries shall not overlap. Neighborhood Districts Section 2 Initial boundaries for each neighborhood district shall be established as delineated in the Neighborhood Council Proposal Map of March 19, 1997. Initial Boundaries Section 3 Neighborhood Councils may request boundary modifications in accordance with their bylaws, subject to approval of the City Council with input from the Community Forum. Community Forum will evaluate boundary modification requests, considering factors such as the City’s Charter requirements, population density, geographic area, existing landmarks, and neighborhood support. Boundary modifications may address but are not limited to the following situations: Boundary Modifications 1. Boundary line modification between existing Neighborhood Councils, as agreed upon by the affected Neighborhood Councils. 2. Subdivision of an existing Neighborhood Council into multiple Neighborhood Councils. 3. Creation of a new Neighborhood Council to integrate newly annexed or subdivided properties Section 4 The Community Forum will forward recommendations for boundary modifications to the City Council for final approval and funding. Approval Article IX Public Meeting / Public Records Requirement Meetings of either the Community Forum or Neighborhood Council are subject to Montana Open Meeting and Public Participation Law. Meeting agendas and minutes are must be filed with the Office of Neighborhoods. ---PAGE BREAK--- C5 Article X Non-Discrimination Neighborhood Councils shall afford equal opportunities for participation in the council to all persons who meet the membership criteria regardless of race, color, religion, gender, age, handicap, familial status, or national origin. Article XI Conflict of Interest Section 1 A conflict of interest exists for an officer whenever the officer holds personal or financial interest, which will be impacted by the action or inaction by a Neighborhood Council on a proposal before the membership or officers. Definition Section 2 Whenever an officer determines that they have a conflict of interest relating to an item under discussion, they must inform the body (membership or officers) hearing the proposal that the conflict interest exists and remove themselves from voting. Declaring the Conflict Article XII Adoption and Amendment of Bylaws All amendments to these bylaws must be proposed in writing and submitted to the Neighborhood Council Leadership Team at least (10) ten days before voting on their adoption. Reasonable attempts to notify all Neighborhood Council members of the proposed amendments through public notice or any other methods deemed reasonable by the Neighborhood Council shall be made at least seven days prior to voting. This notice shall specify the date, time and place of the general meeting considering the proposed amendments. Adoption of, and amendments to, these bylaws shall require a two-thirds vote by the members present at the general meeting, and must be approved by the City Council. ---PAGE BREAK--- D1 Neighborhood Council Meeting Checklist When/What Item Date Due Who is responsible Done Before the Meeting Build Agenda Meet with leadership team to discuss items for the agenda Call presenters and anyone else that needs to be at the meeting prior to setting the date. Put agenda together make sure you allow time for public comment on items not on the agenda Public Notice refer to bylaws to determing how many days notice you must provide. Send out agenda information to Office of Neighborhoods for inclusion in newsletter and city calendar Visit your Neighborhood Council handbook and send your meeting notices to the community calendars. Send out a mailing if possible. Use your Neighborhood Handbook "How To send a mailing" cheat sheet. Secure purchase orders from the Office of Neighborhoods. Update your neighborhood website Meeting Space/Refreshments Purchase refreshments, obtain purchase order of Safeway card from Office of Neighborhoods Arrange for any presentation equipment needs If you meet in a school obtain a purchase order from the Office of Neighborhoods and submit the appropriate form to public schools for billing During the Meeting Setting up Meeting Space Prepare signage so people know where they are going for the meeting. Set out seating for your attendees Put out food and drinks Set up presentation equipment Meet and Greet Appoint one person from your leadership team to greet everyone coming to the meeting ---PAGE BREAK--- D2 Put out a sign in sheet, make sure to get emails to keep people updated about happenings in their neighborhood Put out agendas Facilitator Appoint one person from your leadership team to be the facilitator of your meeting The facilitator needs to keep the meeting on track, stick to time allotted and follow Robert's Rules of Order Minutes Appoint one person from your leadership team to take minutes Minutes need to reflect summary of public comment; deliberation on a voting item, and voting outcome After the Meeting Follow-up Pass along any vote to those who need to know and follow up on any items brought up at the meeting Minutes Email minutes to the Neighborhood Office we are the official record keeper for Neighborhood Council's Update your webpage with any pertinent information from the meeting and post minutes Invoices/Receipts Submit receipts and invoices to Neighborhood Office as soon as you receive them Make sure to include with your receipts your neighborhood name ---PAGE BREAK--- E1 Public Notice Mailing the Entire Neighborhood Mailing the entire neighborhood is useful when you have a large issue that has great impact for the entire area, if you want to increase citizen participation or to give notice and visibility to a neighborhood event/project. Each neighborhood council has a mailing supplement budget. This budget can be used for any kind of mailing, but may be best used for this purpose. The Office of Neighborhoods has put together a ‘how to’ on mailing the entire neighborhood. If you have questions please call our office 552-6081. 1. Reference the second page of this document to identify the postal service carrier route numbers for your neighborhood council area. 2. Call “The Directory” 549-4551 (a mailing service that can help address and send out your mailing) and give them the Carrier Route numbers to determine how many pieces of mail you will be sending. 3. Get a quote on the cost for your mailing. 4. Create your mailing. 5. Take your mailing to a printer (Allegra Imaging, Denny’s Copy Shop, Kinko’s, County Print Shop etc.) make the correct number of copies. 6. Take the copies to ‘The Directory.’ 7. ‘The Directory’ will address and send out your mailing. 8. Follow the ‘Utilizing Neighborhood Funds’ sheet in appendix G to have the Office of Neighborhoods pay for the mailing with your budget. The carrier routes listed on the next page by neighborhood council are carrier routes for the area. However, some carrier routes overlap other neighborhoods or go into the county. It is the only way that we have to identify how to mail to your neighborhood although it is not precise. If you would like to try to get a more precise list, there are services that can narrow down the list. A small neighborhood grant could be used to hire The Directory and get a more accurate list. Although, it is not necessary, it may be good for large neighborhoods in order to decrease mailing costs. ---PAGE BREAK--- E2 Postal Carrier Routes by Neighborhood Council CO71 Captain John Mullan CO 74 RO73 RO18 CO40 Emma Dickinson/Orchard Homes CO45 CO47 CO54 CO29 Farviews/Pattee Canyon CO56 CO57 CO58 CO27 Franklin to Fort CO39 CO42 CO43 CO44 CO45 CO48 CO59 CO19 Grant Creek RO69 RO73 CO12 Heart of Missoula CO13 CO14 CO17 CO20 CO22 CO37 Lewis & Clark CO53 CO55 ---PAGE BREAK--- E3 CO07 Lower Rattlesnake CO17 CO21 RO05 Miller Creek RO67 RO72 CO23 Moose Can Gully CO24 CO28 CO56 CO58 CO09 Northside-Westside CO15 CO16 CO17 CO20 CO22 CO71 CO74 CO33 Riverfront CO35 CO36 CO50 CO31 Rose Park CO32 CO33 CO44 CO51 CO52 South 39th CO24 Street CO26 ---PAGE BREAK--- E4 CO30 Southgate Triangle CO38 CO41 CO43 CO34 University District CO49 CO61 CO63 CO64 CO99 CO07 Upper Rattlesnake CO17 RO06 RO66 ---PAGE BREAK--- F1 Missoula Community Calendars Public notice of Neighborhood Council meetings can take many forms. One thing to consider is sending an announcement to the various community calendars in Missoula. Below are a list of community calendars as well as how to submit information, via the internet, which makes the process easier and less time consuming. In general it is best to submit the information to the calendars 10 days in advance . Local Newspapers • Missoula Independent • http://www.missoulanews.com/index.cfm?do=listings.submitEvent&nav=Events http://www.missoulaevents.net/index.php/fuseaction/events.submit.htm New West • http://missoulian.com/calendar-submit/#w385h568 Missoulian Local Television • Send an email to: KECI (NBC) [EMAIL REDACTED] • Send an email to: [EMAIL REDACTED] KPAX • MCAT Send an email to: [EMAIL REDACTED] Local Radio • http://www.mtpr.net/send_a_psa_univ_comm.html Montana Public Radio Online Newsletters • Subscribe to the newsletter by send an email to: Missoula Community News wild-rockies- [EMAIL REDACTED] and put ‘Subscribe’ in the subject line. Once you are subscribed you can send an email notice to: Missoula-Community- [EMAIL REDACTED] **If you have a pressing meeting coming up on a big issue in your neighborhood that you would like to try to get coverage for in the media. Please send the Office of Neighborhoods the information on your meeting and we will send out a press release. ---PAGE BREAK--- G1 A FIXED AGENDA, or an order of business, is generally followed by organizations using parliamentary procedure. Here’s a typical example: 1. CALL TO ORDER TIME if a quorum* is present, the chair says “the meeting will come to order” (Person Responsible) 2. APPROVE MINUTES** TIME secretary can read minutes aloud or minutes can be handed out prior to meeting (Person Responsible) 3. PUBLIC COMMENT TIME welcome audience members up for public comment on any public matter that is not on the agenda 4. COMMITTEE/OFFICER REPORT comments from any officer or committee (Person Responsible) 5. SPECIAL ORDERS TIME this is important business, that sometimes involves public comment, special presentations and was previously designated for consideration at this meeting 6. UNFINISHED BUSINESS - TIME business from a previous meeting (Person Responsible) 7. NEW BUSINESS TIME new topics are introduced (Person Responsible 8. ANNOUNCEMENTS TIME these inform the assembly of other subjects and events 9. ADJOURNMENT TIME the meeting ends by a vote or by general consent A QUORUM is the number or percentage of members that must be present for business to be conducted legally. The actual number is usually stated in the bylaws. indicates an item on the agenda that will be voted on. TITLE & DATE OF MEETING ---PAGE BREAK--- G2 THERE ARE 5 TYPES OF MOTIONS 1. MAIN MOTIONS These introduce subjects for consideration. They cannot be made when another motion is before the assembly. They yield to privileged, subsidiary and incidental motions. For example: I move we purchase…. 2. SUBSIDIARY MOTIONS These change or affect how the main motion is handled. (They are voted on before the main motion.) For example: I move to amend the motion by striking out… 3. PRIVILEGED MOTIONS These concern special or important matters not related to pending business. In general, they are considered before other types of motions. For example: I move we adjourn…. 4. INCIDENTAL MOTIONS These are questions of procedure that arise out of other motions. They must be considered before the other motion. For example: I move to suspend the rules for the purpose of… 5. MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE ASSEMBLY These enable certain items to be reconsidered. In general, they are brought up when no business is pending. For example: I move to reconsider… ---PAGE BREAK--- G3 PARLIAMENTARY Here are some motions you might make, how to PROCEDURE AT A GLANCE make them, and what to expect of the rules. TO DO THIS: YOU SAY THIS: MAY YOU INTERRUPT THE SPEAKER? DO YOU NEED A SECOND? IS IT DEBATABLE? CAN IT BE AMENDED? WHAT VOTE IS NEEDED? CAN IT BE RECONSIDERED? ADJOURN MEETING “I move that we adjourn.” NO YES NO NO MAJORITY NO CALL AN INTERMISSION “I move that we recess for…” NO YES NO YES MAJORITY NO COMPLAIN ABOUT HEAT, NOISE ETC. “I rise to a question of privilege.” YES NO NO NO NO VOTE NO TEMPORARILY SUSPEND CONSIDERATION OF AN ISSUES “I move to table the motion” NO YES NO NO MAJORITY NO END DEBATE AND AMENDMENTS “I move the previous question.” NO YES NO NO 2/3 YES POSTPONE DISCUSSION FO A CERTAIN TIME “I move to postpone the discussion until.” NO YES YES YES MAJORITY YES GIVE CLOSER STUDY OF SOMETHING “I move to refer the matter to committee.” NO YES YES YES MAJORITY YES AMEND A MOTION “I move to amend the motion by…” NO YES YES YES MAJORITY YES INTRODUCE BUSINESS “I move that….” NO YES YES YES MAJORITY YES ---PAGE BREAK--- Public Access to Documents Is it a document of a public body? (related to NC’s?) Is it part of an official record protected by statute or other law? Does the requester challenge your protection of the document? Balancing Test: Does right of privacy clearly outweigh merits of disclosure? Refer to counsel Refer to counsel Is it a working paper related to a confidential matter? OPEN TO INSPECTION CLOSED TO INSPECTION YES YES YES YES YES NO NO NO NO NO (personal document) DON’T KNOW H1 ---PAGE BREAK--- I1 Neighborhood Budgets Procedure to Utilize Funds Neighborhood Councils have two budgets each that the Office of Neighborhoods oversees. One budget is for mailing only and the other, general budget, is for neighborhood expenses. Please follow the following guidelines to utilize your neighborhood budgets. Most Neighborhood Councils’ bylaws state the nature of approving expenses through the leadership team. Follow this procedure first before submitting the expense to the Office of Neighborhoods for payment. Authorization from Leadership Team Request Payment for Expenses 1. Call the Office of Neighborhoods, Christine 552-6083, LaNette 552-6081. Request a Purchase Order number for the expense. Prepare to give us the following information: a. The description of the expense b. The name of the vendor c. An Estimated amount of the expense, if possible. 2. Give the Purchase Order Number to the vendor. It doesn’t matter if they are a City Vendor or not, they need to give you an invoice and reference the purchase order number on the invoice (in pen is fine). 3. On the invoice write your neighborhood name and which budget (mailing supplement or general budget) the invoice should be paid from. 4. Drop off or send the invoice to the Office of Neighborhoods. 435 Ryman St. Office of Neighborhoods Contact Information Missoula, MT 59802 LaNette Diaz p) 552-6081 f) 327-2187 [EMAIL REDACTED] Christine Ross p) 552-6083 f) 327-2115 [EMAIL REDACTED] ---PAGE BREAK--- J1 Office of Neighborhoods Program Year July 1: Fiscal year begins July/August: All budgets approved by City Council September: Announce Neighborhood Project Fund grant program and distribute applications September: Create and coordinate CF’s “Neighborhood Volunteer of the Year” committee and search process September: Hold pre-application workshop October: Bus Tour October/November: NPF committee reviews all neighborhood grant applications and makes funding recommendations to CF November: CF reviews NPF recommendations and votes on final approved projects to be forwarded to City Council November/December: City Council approves final NPF contracts December: NPF contracts and grant utilization training. December: Prepare for January Neighborhood Council Orientation. January: Provide Neighborhood Council Orientation January: Prepare skills training for Feb. and Mar. January: Community Forum planning session one February: Provide first skills training February: Community Forum planning session two. March: Provide second skills training March: Take budget review process to Community Forum for neighborhood input and involvement April: Recruit interns to help neighborhoods implement projects and plans in the summer ---PAGE BREAK--- J2 April: Form bus tour committee for bus tour in June May: Continue intern recruitment May: Release press release to get letters of intent on neighborhood projects. June: Bus Tour June: Hold preliminary review meetings on intent to apply letters. June-August: Working with neighborhoods to implement projects, plans and increase their citizen participation as well as visibility as a group. ON-GOING ACTIVITIES • Neighborhood Council Meetings • Community Forum Leadership Team Meeting 2nd • Community Forum, 4 Thursday of each month th • Neighborhood Connections newsletter once a month Thursday of each month